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INTRODUCTION TO INFORMATION TECHNOLOGY

LUSAKA VOCATIONAL AND TECHNICAL COLLEGE MANAGEMENT

BOARD

ENGINEERING SECTION
Table of contents
Content Page

Acknowledgement ................................................................... Error! Bookmark not defined.

Copyright ................................................................................. Error! Bookmark not defined.

Overview of the Module .......................................................... Error! Bookmark not defined.

Margin Icons ............................................................................................................................. iv

List of Acronym ......................................................................................................................... v

UNIT 1: INTRODUCTION TO COMPUTERS

1.1 Definition of Key concepts…………………………………………… ................ 1

1.2 Computer Hardware……………….………………… .......................................... 3

1.2.1 The System Unit……………………………….. ............................................... 3

1.2.2 The Motherboard……..………………………………………………… .......... 4

1.2.3 Input Devices……..………………………………………………… ................ 5

1.2.4 Storage Devices……..………………………………………………… .......... 18

1.2.5 Output Devices……..…………………………………………………............ 28

1.2.6 Processing Devices……..………………………………………………… ..... 34

1.3 Computer Software……..………………………………………………… ........ 34

1.3.1 Types of Computer Software.………………………………………………… 35

[Link] System Software……..………………………………………………… ...... 35

[Link] Application Software……..………………………………………………… 37

[Link] Advantages of Computers..………………………………………………… 37

[Link] Disadvantages of Computers……………………………………………… . 38

1.4 The Value and Quality of Information……..……………………………………40

1.5 Types of Computers……..……………………………………………….… ...... 41

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UNIT 2: INTRODUCTION TO WINDOWS

2.1 Using a Computer: How to start………………………………………………...51

2.1.1 Human Computer Interaction/ User Interface…………………………………51

[Link] Command Line Interface……………………………………………….… 52

[Link] Graphic User Interface……………………………………………….… ... 53

2.1.2 Windows Platform……………………………….… ....................................... 55

2.1.3 Modes of Computer operation……………………………….… ..................... 58

2.1.4 Sources of Computer Software……………………………….… .................... 59

2.1.5 Typing a word Document……………………………….… ............................ 60

UNIT 3: MICROSOFT WORD

3.1 Introduction ……………………………………………….… ............................ 65

3.2 The MS Word Environment …………………………………………….…....... 65

3.3 Working with text ……………………………………………….… .................. 68

3.4 Working with objects ……………………………………………….… ............. 68

3.5 Creating/ Saving and Opening Documents………………………………….… . 69

3.6 Text Enhancement ……………………………………………….… ................ .72

3.7 Reviewing Documents ……………………………………………….… ........... 93

3.8 Doing more in Microsoft Word ………………………………………………. . 94

UNIT 4: MICROSOFT EXCEL

4.1 Introduction ……………………………………………….… ............................ 95

4.2 Getting to Know MS Excel ……………………………………………….… .... 95

4.3 The Excel Interface ……………………………………………….… ................ 95

4.4 Working with MS Excel Environment……………………………………….… 96

4.5 Creating and Opening a workbook………………………………………….… . 97

4.6 Understanding Cells ……………………………………………….… ............... 99

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 4.7 Modifying Rows, Columns and Cells……………………………………….… 100
4.8 Formulas and Functions ……………………………………………….… ....... 102

4.8.1 Simple Formulas ……………………………………………….… .............. 102

4.8.2 Relative and Absolute Cell Reference…………………………………….… 105

4.8.3 Functions ……………………………………………….… ........................... 110

[Link] The parts of a function ……………………………………………….… ... 110

[Link] Working with Arguments ……………………………………………….…111

[Link] The Function Library ……………………………………………….… ..... 112

4.9 Doing more with MS Excel ……………………………………………….… . 114

UNIT 5: MICROSOFT POWERPOINT

5.1 Introduction ……………………………………………….… .......................... 117

5.2 The MS PowerPoint Environment………………………………………….… 117

5.3 Working with PowerPoint Environment…………………………………….…119

5.4 Creating & Opening a Presentation………………………………………….…121

5.5 Text and Objects ……………………………………………….… ............ …..123

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Prescribed Readings

Libati, H. M. (2003). Introduction to Computing. Ndola: Catholic Mission Press.

French, C.S. (1996). Computer Science 5th Edition. London: BookPower Editions.

O’Brien, J. (2008). Introduction to Information Systems. Newyork: McGraw-Hill/ Irwin

Ferrell, O. C. (2008). Business A Changing World. Newyork: McGraw-Hill Publishers.

Grus, J. (2015). Data Science from Scratch. Sebastopol: O’ Reilly Media, Inc.

Krung, S. (2014). Don’t Make Me Think. New Riders: McGraw-Hill Publishers.

Laudon, K. C. (2010). Management Information Systems. New Jersey: Pearson Education Inc.

Tsitchizris, D. C. and Lochovsky, F. H. (2010). Data Models. Englewood-Cliffs: Prentice –

Hall Inc Publishers.

Margin Icons

Timeframe/Duration Learning outcome Need help

Group work

Tip Assessment

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 Self-Assessment Question
Activity

Unit summary

New terminology Discussion Reading point

Case study
Quick Tip Personal reflection

List of Acronym
EHC ……………………….. Evelyn Hone College

UNZA ………………………. University of Zambia

ICT ……………………….. Information Communication Technology

IT ……………………….. Information Technology

C.P.U ...................................... Central Processing Unit

OS ...................................... Operating System

MS ………………………... Microsoft

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 UNIT 1: INTRODUCTION TO COMPUTERS
Learning outcomes: On completion of this unit, you will be able to:
1. Discuss the introduction of computers in society today.
2. Explain the value and quality of information
3. Describe the importance of Computers in business organizations
4. Explain how Information Technology impact society Learning
conditions: you must have access to:
• Library
• Computers and internet connectivity

Duration:
You will be expected to spend a minimum of 20 hours on this unit

Introduction
This unit outlines the development and use of computers in our society today. We will learn
what a computers is, types of computers, types of computer hardware devices and software
facilities.

1.1 DEFINITIONS OF KEY CONCEPTS

You may by now have realised that computers are the main issue in this subject. What then is
a Computer? Define it in your own words…………………………….......................................
…………………………………………………………………………………………………
………………………………………………………………………………………………….
I hope your definition is similar to what some Scholars have said about a Computer, Data and
Information is similar to definitions below:

A Computer is an electronic device which accepts data, process it, store it and produce
results called information. One can use a computer to type documents, send email, and
browse the internet. It can also be used to handle spreadsheets, accounting, database
management, presentations, games, and more.

Data is defined as raw are facts, symbols or anything representing an occurrence, event
or an entity. It can also refer to the signals and symbols which are input and stored

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 in the computer system to be processed into usable information. An example of data include
stock takings, national census, meter readings e.t.c

Information can be defined as anything that has meaning to people and is used in
decision making. Information is usually expressed in words and numbers. However, it can
be expressed in other forms such as measurements or pictures. Examples of information
include a list of names and addresses, the contents of a letter and a map. Chaffey (2003)
defines information as processed data which is meaningful to the user.

Information is processed data that is meaningful to the user. Data is the raw material
for information. Data only becomes information after processing.

Processing of data into information involves organising the data, calculating and re-arranging
the data so that it makes sense to the user. In order to process this information you need
computers. Note that data must be processed and meaningful to the user for it to be
information. We need technology to help process information in a quicker and timely manner.

In order to achieve this important task of processing, a computer uses both hardware and
software facilities/ resources.
Figure 1: A Desktop Computer and Laptop

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1.2 COMPUTER HARDWARE
The Computer hardware is subdivided in four (4) major parts, these are:
• Input Devices
• Processing Devices
• Storage Devices
• Output Devices
The communication among these devices can be illustrated in the simple diagram below:

Figure 2: Communication among computing Devices

1.2.1 The System Unit

The system unit is simply the casings of a desktop computer which houses all the internal parts
of a computer i.e. the ROM, RAM, CPU, Motherboard, Hard Disk Drive, the fun that cools the
processor and other memory chips. Note that some people have for years mistaken the system
unit for a CPU. This is however false as the system unit is simply the box or casings that house
all the internal hardware of a computer including the CPU. This confusion can be likened to
that of the stomach and the abdomen.

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Figure 3: Internal hardware components of a Desktop Computer

Figure 4: Motherboard

1.2.2 THE MOTHERBOARD

The motherboard or computer’s main circuit board serves to connect all of the parts of a
computer together and it also houses all computer chips with their various functions including
all connecting circuitry between them. Some chips are permanently put in place on the
motherboard while others leave a provision to be removed for repairs or upgrades because they
have special sockets or connectors, the RAM chips are a very good example of chips that can
be removed for repairs or upgrade. Other chips that connect to the motherboard include the
CPU, Hard Drives, Optical Drives, and other ports. The motherboard is sometimes referred to

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as the “Backbone of the Computer” this is so because all peripheral devices such as keyboard,
mouse, printer, scanner, speakers, projector, monitor, etc. are connected the motherboard
directly or via cables. (See fig 5 below)

Figure 5: Internal parts of a Motherboard

1.2.3 Input Devices

A computer would be useless without some way for you to interact with it because the machine
must be able to receive your instructions and deliver the results of these instructions to you.
Input devices accept instructions and data from you the user. Input devices are computer
hardware which are used to enter or feed data, information or instructions into the computer
system. They can be divided into four main categories depending on the method of data input
and the type of data being input. The following are the four main categories of input devices:

a) Point and touch input devices

These are input devices that require you to point and touch certain parts of the computer, some
specific examples are:

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1. Keyboard
A computer keyboard is a peripheral partially modeled after the type writer keyboard.
Keyboards are designed for the input of text and characters and also to control the
operation of a computer. Computer keyboards are an arrangement of rectangular or near
rectangular buttons or keys. Keyboards typically have characters engraved or printed
on the keys. In most cases, each press of a key corresponds to a single written symbol.
However, to produce some symbols requires pressing and holding several keys
simultaneously or in sequence. Other keys do not produce any symbol, but instead affect
the operation of the computer or the keyboard itself. Keyboards come into two main
forms i.e. concept and standard keyboard (See figure 6).

• A Concept keyboard is a flatbed shaped set of contact switches covered in a

plastic membrane. These keyboards are popular in places where liquid is spilt
as they can easily be cleaned. They are found in restaurants, bars, cinemas and
supermarkets.
• Standard keyboards are sometimes called the “Qwerty” keyboard. It consists of
about 101-105 keys and these include;
(a) Alphabet keys: These are letters of the alphabet in lower case
(b) Digit keys: Often appears twice-on the top and right hand side
(c) Other text characters: Produce punctuation, symbols and mathematical
operational signs.
(d) Cursor and characters control: These include TAB, Page up, Page down, Home,
end, editing keys such as insert and delete: enter (return) and escape
(e) Function keys: These appear at the top of the keyboard and numbered from F1-
F12. Their function is set by the program running. The changes that these keys
make depend on the software being used.
(f) Keys that change the function of other keys: Such as shift keys, caps lock.

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Figure 6: Image of a Keyboard

The keyboard has the following advantages and disadvantages as input devices: Table
1. Advantages and Disadvantages of a Keyboard
Advantages Disadvantages
1. Keyboard is a reliable input device and 1. difficult to use for novices due to the many
does not require space while in use keys. It confuses learners.

2. It’s a standard component of a computer 2. It has health related drawbacks, it can

thereby it does not require a lot of strain your muscles once you use it for a long
period of time.
spending.

3. It is a multi-functional input device as it [Link] may be damaged if it comes in contact

comprises a lot of keys. with liquids, dust etc.

2. Mouse
A computer mouse is a pointing device that is used to select options from a menu or
from a set of icons, to position the cursor when editing text and to select an object or
piece of text to be copied, moved or deleted (See figure 7 below). The name mouse is
from the resemblance of the early models (in which the cord was attached to the rear
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 part of the device, suggesting the idea of the tail) to the common rodent. A mouse is
designed to be gripped by one hand. It has a detection device (ball) that enables the
user to control the motion of the onscreen pointer. The movement made by the mouse
across a flat surface is translated into the movement of the cursor on the onscreen
pointer. The mouse comes in two different types which are Internal or Integrated mouse
and external mouses.

Figure 7: Image of an external Mouse

Main functions of a Mouse

1. It is used to select options from the menu, to select icons, to select documents or parts
of documents etc.
2. To position the cursor when editing
3. It is used to point at documents, computer Icons, facilities etc.

The mouse has the following advantages and disadvantages:

Table 2. Advantages and Disadvantages of a Mouse
Advantages Disadvantages
1. It is a general input device, its able to enter 1. A mouse requires a flat and smooth space for
a variety of data types it to be properly used.

2. It’s a standard component of a computer 2. The detection device easily loses its
system which reduces further spending. sensitivity if used for long period of time.

3. It is a user friendly input device as it does 3. It requires space for it to effectively work.
not require any form of training for one to
effectively use it.

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a. Graphic and image input devices
There are a number of input devices which can be used to enter graphics and images and
some of them are: you will agree that you cannot enter pictures or images in the computer
system using a keyboard and a mouse only. You will need graphical devices such as
scanners and digital cameras. As librarians these devices are very important especially
when digitizing libraries.
1. Scanner:
A scanner is an input device that is used for entering graphics and images (such as
a photograph, printed text, handwriting or even an object such as an ornament) into
a computer. When you scan an image for instance, the scanner will analyze the
image and convert it to a digital image. A very good and close example of a scanner
is a hand held scanner that is found in most chain stores at the point of sale. An
optical scanner is a device which use light sensing equipment to convert images
such as pictures or text into electronic signals that can be manipulated using a
computer. Scanned items are sent to the computer in an accessible form there by
making it possible for users to manipulate them. There are basically two types of
optical scanners:

a. Hand held scanner: This is a type of scanner which is moved across the source
material or the item being scanned. They are usually found in such places as
shopping mall, Ware houses, libraries etc.
b. The flatbed scanner: These are scanners consisting of a flatbed where the
source material or the item to be scanned is laid. They use the photocopying
machine approach. These scanners are one side dimension scanner.

Figure 8: Image of a flatbed scanner

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 2. Digital Camera
A digital camera is an electronic device which is used to capture or enter data in forms
of photographs, images, text etc electronically without using a conventional film found
in traditional cameras. Digital cameras have capabilities to record sound and moving
images as well. These cameras have an internal memory which can be enhanced by the
use of memory cards. Unlike the ordinary camera, the digital camera has a provision
that allows it to be connected to a computer using USB data cables in order to transfer
data from the camera to the computer. The latest computers (Laptops) have an in built
camera known as Webcam. A webcam is a small digital camera which has the ability
to send sound and images over the internet. They are usually used to facilitate
teleconferencing and video conferencing.

Figure 9: image of a digital camera

Table 3. Advantages and Disadvantages of a Digital Camera

Advantages Disadvantages
1. They are able to record sound [Link] is expensive to purchase
2. Unwanted images can easily be deleted [Link] can allow one to easily manipulate data
therefore, it promotes fraud

3. It allows you to capture images without [Link] can easily contract viruses
using photographic films

4. It is able to record
moving objects/images

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 5. It has a large storage capacity
6. It does not require a dark room to have
photo’s developed

7. It allows you to come up with quality

images

c. Automated input devices

These are input devices which are used to enter a lot of data at a goal using automated means.
These input devices are programmed to ensure that less or no human efforts are used when
feeding data into the system, for example:

1. Barcode readers
These are automated input devices which are used to enter data represented in barcodes.
Barcodes are made up of parallel lines with varying width and spacing. Bar codes
nowadays also come in form of dots and concentric cycle. A barcode reader is used to
read information by shining light on the barcode and measuring the reflection of light
from the barcode. Different intensities of the reflection represent different pieces of
information. These barcode readers have scanners imbedded in them which make it
possible to read and interpret the different intensities of light reflected back.
Barcodes are made according to a standard known as the “Universal Product Code”.
They are usually found in institutions where bulky data is usually entered at a goal such
as shopping malls, supermarket, libraries, banks, etc.

Figure 10: Image of Barcodes

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Using a barcode reader as an input device has the following advantages and disadvantages.
Table 4. Advantages and Disadvantages of Barcodes
Advantages Disadvantages
1. It allows you to enter bulk data at a 1. It can easily misread when there is dirty, oil,
goal or scratches.

2. It requires less human intervention while 2. They are expensive.

in use

3. They are an accurate method of data 3. It requires the use of a database which is
input labor intensive to create and consistently
update.

2. Optical Mark Reader/Optical Mark Recognition (OMR)

This as an automated computer input device which is used to enter data by contrasting
reflectivity at pre-determined positions on a page or form. This is done by shining a beam of
light on the document to be scanned and the scanner imbedded in the optical mark reader is
able to detect the marked areas because of the difference in the amount of light reflected back
to the scanner between the marked and unmarked surface. They are usually used in objective
multiple choice in examination questions.

Try to list three merits and three demerits of using OMR?...................................

………………………………………………………………………………..........
......................................................................................................................................................
........................................................................................................................................
Are your answers similar to these?
Table 5. Advantages and Disadvantages of OMR
Advantages Disadvantages
1. It allows users to enter bulky data very 1. It requires that you shade the predetermined
fast. area completely, clearly and precisely
according to the given instructions.

2. Less human intervention. [Link] due to dirty, oil and folding

3. Fewer errors due to its accuracy. [Link] to distinguish individual characters
[Link] is an expensive input device

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3. Optical Character Recognition (OCR)

This is the variation of the OMR. The OCR has software integrated in the system which enables
it to recognize standardized characters. When a beam of light is exposed on a piece of paper,
the different shapes of standardized characters are compared to the characters in the system,
therefore, making it possible for the OCR to interpret them. Advantages and disadvantages are
as follows:
Table 6. Advantages and Disadvantages of OCR

Advantages Disadvantages
1. They are expensive

[Link] OCR also has the capability to identify

specific individual characters

[Link] has problems distinguishing similar

characters such as 1 and I, L and 7, 8 and 3, 5
and s etc.

2. It allows users to enter bulky data very fast

3. It fails to identify characters in handwritten
documents.

3. Less human intervention.

4. Magnetic Ink Character Recognition (MICR)

This is an input mechanism which involves the capturing of data that has been printed using a
special magnetic ink. It is used to enter handwritten documents. This technology is normally
associated with the banking industry especially cheque processing. Some of the details on a
cheque, such as the cheque number, are printed in a special typeface using magnetic ink. The
shape of each character means that it can be recognized by magnetic field.

5. Magnetic strips
A magnetic stripe reader, which is also called magstripe reader, is a device that reads the
information encoded in the magnetic stripe located at the back of the plastic badge. Strips of
magnetisable material are built into a plastic card such as a credit card and debit (ATM card).
The strips are magnetized to store data, typically account#, account# holder etc.
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Magnetic stripe readers are found at sides of computerized tills and are used to read information
contained in the magnetic strips on the cards.

SOUND INPUT DEVICES

1. Microphone/sound card
A microphone is an input device used to enter sound or voice data into the computer system.
Microphones have a specialized hardware which is used to convert analog data into digital data
that can be manipulated by a computer. It is able to detect the sound by comparing the varying
electrical signals sent to the computer. Some microphones have a speech recognition system
which has the ability to convert sound into words or other forms of input.

Figure 11: A Microphone

Microphones with speech recognition software have the following advantages and
disadvantages:
Table 7. Advantages and Disadvantages of a Microphone

Advantages Disadvantages
1. It is a dependable sound or voice data input 1. needs to be trained to recognize the speech
device patterns of each individual user

2. Enables one to enter sound data at a faster [Link] with technical words and is
speed affected by background noise

3. It is easy to use (user friendly) [Link] with punctuation marks

4. It enables one to enter huge volumes of
data

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OTHER INPUT DEVICES

a. Trackball
A trackball is commonly used instead of a mouse on laptop and notebook computers. The main
part of this device is a ball built into the keyboard. The ball has the same function as the ball
built into the bottom of a mouse. When you turn the ball the pointer moves. b. Joystick
The cursor movement on the screen is controlled by a vertical stick (hence the name joystick).
In some variations such as gamepads, cursor movement is controlled by the gadget’s arrow
buttons. An advantage it has over a mouse is that more functions are available on the joystick.
c. Light pen
This is a computer input device in the form of light sensitive wand used in conjunction with the
computer’s CRT monitor (touch sensitive screen). It allows the user to point to displayed
objects, or draw on the screen, in a similar way to a touch sensitive screen. This is a device the
size of a normal pen with a light at its end. The light pen is connected to the computer by a
cord. The user touches the point of the light pen on the screen of a special pad then makes
writing or drawing motions. This is mostly used by Artists and Designers.

Figure 12: A light pen

d. Touch pad
A touch pad is an input device commonly used in lap top computers. They are used to move
the cursor/pointer, using motions of the user’s finger. They are a substitute for a computer
mouse. The user moves the finger across the pad and this moves the cursor on the screen. Touch
pads operate by sensing the capacitance of a finger, or the capacitance between sensors.
Capacitive sensors are laid out along the horizontal and vertical axes of the touch pad. The
location of the finger is determined from the pattern of capacitance from these sensors. This is
why they will not sense the tip of a pencil or other similar implement. Gloved fingers may be
problematic but can sometimes work.

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Figure 13: A Touch Sensitive Pad

e. Touch screen
A touch sensitive screen is a screen through which data can be entered into a computer by
touching it with fingers. This device works in a similar way to the light pen. Items are selected
in the same manner as with the mouse. Touch sensitive screen have the ability to receive
information on the same screen. Signals are sent whenever the user touches any position on the
screen to execute a particular instruction. Touch screens are easy to use, because of this we call
them user friendly. They are usually found in public areas. Some ATMs use a touch screen.
Note that a touch screen can work both as an input or output device. What this means is that
when you touch on the screen you are inputting data and the result of the touch is displayed on
the same screen.

Figure 14: Touch sensitive screen

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 f. Modem
A telecommunication device used to convert digital signals, typically the output from a
computer in a form (analog signals) suitable for transmission over a communication channel
(often part of a telephone network). Two modems are required for each channel as analog
signals must be converted back to digital at the receiving end. The name modem comes from
the processes involved, modulation (changing signals from digital to analog) and demodulation
(converting the analog signals back into digital signal). Therefore, a modem performs inputting
and outputting of data from the computer system.

Factors to consider when selecting input devices a. Volume

Some input devices are unsuitable for dealing with large volumes of data.
b. Speed
If large volumes of data are to be entered then speed and accuracy are important factors to
consider.
c. Accuracy
It is essential that data entry is completely accurate. Accuracy is measured by looking at the
error rates
d. Complexity of data
Some methods are unsuitable for entering complex data
e. Cost
Cost should be considered in terms purchase and maintenance
f. Frequency of data entry
Some type of data may be entered infrequently; in this case the acquisition of such input devices
may not be justifiable

1.2.4 STORAGE DEVICES

Remember the hardware components of a computer system? One such component is storage
media. Storage devices are computer hardware components which are used to keep data on
either temporal or permanent basis. Computer storage is provided into two types which are
internal memories/main memory/ primary memory and the
external storage devices/secondary storage devices/backup/auxiliary.

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a) Internal memories
Internal memories refer to the computer memory chips that are used to store information for
easy retrieval by the C.P.U/processor. Internal memories are memories which are found inside
the central processing unit (C.P.U). These memories are used to perform four main functions
which are:
1. To hold systems and applications programmes
2. To hold data that has been input awaiting processing
3. To provide a working area to store data that is currently being processed
4. To hold output data before it is sent to an output device
The two most abundant memories found in the main storage are ROM and RAM.

b) RAM (Random Access Memory)

Random Access Memory is a type of internal memory which is volatile. This means that the
contents of RAM are lost once power has been cut off, RAM is unable to retain its contents
after a power disruption or accidently loss of data, therefore, RAM only provides a temporal
memory to store data and programs while in use.

c) ROM (Read Only Memory)

Read Only Memory is a type of internal memory which is non-volatile. Therefore, data kept
on ROM can still be accessed even after power has been cut. The ROM memory chip is used
to hold data which does not need to be changed as it does not allow the user to make any
changes once data has been stored. This memory is usually used to hold systems and
application programs. ROM is usually used at the point of manufacturing to keep information
on permanent basis.
The other common types of internal memories include, Cache, EPROM (Erasable
Programmable Read Only Memory), PROM (Programmable Read Only Memory) etc.

d) Computer storage measurements

Everything that is stored and processed inside a digital computer (all data, information,
instructions, files, images, etc.) is stored as numbers. This is because computers only
understand numbers, nothing else. Numbers are made up of digits so we can say that computers
only understand digits and because of this, we say that computes are digital devices.

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Figure 15: Representation of data storage

These sounds a bit strange how do you store text and pictures as numbers? The solution is to
use numeric codes. Different letters in a text document are given different numeric codes,
Different pixels (colored dots) in an image are given different numeric codes, and Different
sounds in a music file are given different numeric codes. In short everything is numbers. The
numeric codes used for letters are defined by a system called the American Standard Code for
Information Interchange (ASCII). For example the letter ‘A’ has the ASCII code 65. (David
Varley, 2006)

If you took a look inside the computer you might see the following Binary numbers:

Figure 16: Binary data representation

A computer only understands a particular type of numbers called Binary. This strange number
system only uses the digits 0 and 1. The reason for the use of binary numbers is that the
electronic devices in a computer (the CPU, RAM etc.) have parts that can only be turned on or

19
off. We can use binary numbers to control these ONs and OFFs: OFF = 0, ON = 1 Chaffey
(2003) identified the following measurements of electronic storage:
(a) Bit: This is the smallest measure of storage. It represents a one or a zero which means
data is present or absent.
(b) Byte: This is the amount of space required to hold a single character such as 9, C, 2, S
etc. A byte is made up of eight bits.
(c) Kilobyte (KB): This is approximately one thousand bytes which is equivalent to one
thousand characters or the amount of space required to store one typed page.
(d) Megabyte (MB): This is approximately one thousand kilobytes or the equivalent of one
million characters.
(e) Gigabyte (GB): This is approximately one thousand megabytes or the equivalent of
one billion characters.
(f) Terabyte (TB): Approximately one thousand gigabytes or an equivalent of one trillion
characters.

EXTERNAL /SECONDARY/BACK UP/ AUXILIARY STORAGE DEVICES

These are storage media which are found outside the Central Processing Unit. They are also
referred to as storage disks. These storage devices provide computers with a backing storage.
The following are some of the situations when external storage media are used;
a) When you do not have enough inbuilt storage
b) When the task at hand is too much and requires a bigger memory
c) When coming up with back-ups in anticipation of failure by the main memory
d) When you want to transfer data from one computer to another and there is no network.
e) When formatting the computer.

Typical or common examples of external storage devices

1. Hard-disc drive
These are storage devices which are found usually fixed in the computer system. These are
storage devices that are housed inside the System Unit of the computer and are also known as
fixed disc. A very good example of a fixed disc is the internal hard drive. Every computer has
one or more disc drives that store information on a metal or plastic disc. Hard Discs can store
vast amount of information, which includes photos, videos, music, documents, programs and
many more others. Your computer’s Internal Hard Disc Drive stores information even when the
computer is switched off. Hard discs have platters coated with magnetic substances which

20
allow them to store data. Hard disc drives are a standard component of a personal computer
system without which it cannot function properly. For the hard disc to store data there is need
to magnetize the platters so that they attract data signals. Data on hard-discs is stored in tracts
which are sections or sectors of the storage media. External disks are also used for the same
purpose.

Figure 17: Hard Drive Disc

Hard-disc drives have the following advantages and disadvantages:

Table 8. Advantages and Disadvantages of a Hard Drive Disc

Advantages Disadvantages
[Link] storage capacity [Link] expensive
[Link] access to data [Link] storage device which can be
damaged

[Link] component of personal [Link] portable

a computer

[Link] storage per megabyte [Link] to viruses, moisture, dust, heat

etc

[Link]

2. Floppy disc drive

These are storage devices which are used to store data on high density. A Floppy Disc Drive is
a removable storage device, which is inserted in the floppy disc drive, located in front of the
21
system unit of your computer. Floppy discs store less information than a hard disc and retrieve
the information at a much slower rate. Standard floppy discs come in two measurements which
are 5.25 inches and 3.5 inches diameter. The capacity of 5.25 inches floppy disc is 1.2
megabytes whereas the 3.5 inches floppy discs provides 1.44 megabytes storage. Floppy discs
are usually covered in a plastic jacket which protects them from physical hazards. For a floppy
disc to keep data there is need to magnetize the storage substance. Note that with the coming
of new storage devices, the floppy discs are gradually being phased out in favor of newer
technologies.

Figure 18: Floppy Diskette

Front view of a Floppy Disc Back view of a Floppy Disc

The following are the advantages and disadvantages:

Table 9. Advantages and Disadvantages of a Floppy Disc
Advantages Disadvantages
[Link] cost storage [Link] storage capacity
[Link] [Link] to viruses, moisture, dust, heat
[Link] to purchase [Link] by magnetic fields
[Link]-useable and easy to handle [Link] data access
[Link] be suitable for some forms
[Link] becoming obsolete

3. Magnetic Tape
These are storage devices which are used to keep data for use on the computer system. They
use magnetization as a means for keeping data for they consist of magnetic materials. This
magnetic material comes in form of a film which is read on the read head of a magnetic tape.

22
The magnetic tape comprises of a plastic type film which is approximately 500-1200 cm long
coated with a magnetic material. These tapes are similar to the conventional audio tapes. The
following are the advantages and disadvantages of using magnetic tapes.

Table 10. Advantages and Disadvantages of Magnetic Tapes

Advantages Disadvantages
1. compact storage devices [Link] data retrieval, therefore slow
2. re-useable [Link] affected by dust particles
3. economical storage devices [Link] obsolete storage devices
4. good means of back up

4. Flash disc
A USB (Universal Serial Bus) flash drive is a small, portable storage device that plugs into a
computer’s USB port. Like a hard disc, USB flash drives stores information, but usually a lot
less than most hard disc drives. USB flash drives vary in and in shape, and can hold Gigabytes
of information. They can be carried around easily, which makes them a good choice for
transferring information form one computer to another. Their shape and size have earned them
several names such as Memory Stick, Pen drives, Key chain drives, thumb drives etc. See the
figure below.

Figure 19: Flash disc

Memory Cards

Memory Cards can store computer information such as text, music, pictures and videos. You
can erase and reuse memory cards over and over. Most digital cameras store pictures and videos
on a compact flash memory card or a secure digital (SD) card. Data stored on a memory card
can be accessed by either inserting the memory card directly into a computer’s memory card
23
slot or inserting the memory card in the memory card reader then plug the memory card reader
into a computer’s USB port. Note that you can use a USB cable to move pictures from your
camera to your computer or memory card reader.

Figure 20: Memory card

Table 11. Advantages and Disadvantages of Memory Cards

Advantages Disadvantages
1. Bigger storage capacity 1. Vulnerable to viruses
2. Portable storage 2. Comparatively expensive
3. Re-useable

5. Optical discs
These are computer storage devices which use light to write patterns of data on their surfaces.
Optical discs come in a variety of sizes and can be divided into the following categories:

a) Write Once Read Many (WORM)

These are optical storage devices which allow a user to write or record data once and
be able to have access to the information many times. WORM allows recording and
does not allow any editing to be made to the information that has been recorded. An
example of such is a CD-R (Compact Disc Recordable).

24
Figure 21: Compact Disc Recordable

b) Erasable Optical Disc

These optical discs allow data to be written, erased and re-written. This optical storage device
requires the use of a beam of light to write and re-write data on their surfaces. To write a bit of
data onto the erasable optical disc, the magnetic optical disc drives magnetizes the surface.
An example of such a storage media is a CD-Rw (Compact Disc Rewritable).

c) Compact Disc Read Only Memory (CD-ROM)

These are optical discs which uses a high density beam of light to write data on their surfaces.
These storage devices can only allow one to read what has been put on their surfaces and not
to make changes to the information. They are compact, thereby allowing a lot of data to be
kept. These storage devices are used to store data at the point of manufacturing.

Figure 22: Compact Disc Read only

Table 12. Advantages and Disadvantages of Compact Discs

Advantages Disadvantages
1. Relatively bigger storage capacity 1. Fragile
2. Less vulnerable to viruses 2. Comparatively expensive

25
 3. Some are re-useable (CD-Rw) 3. Some are not re-usable (CD-ROM)
4. Low cost of purchasing

d) Digital Versatile Disc (DVD)

These are optical storage media which became popular in 1997 and became a standard
component of many new personal computers. They are similar to CD-ROMs. DVDs offer two
important benefits to users; the discs provide high storage capacities and can be accessed at
very high speeds. Short for digital versatile disc or digital video disc, a type of optical disk
technology similar to the CD-ROM. A DVD holds a minimum of 4.7GB of data, enough for a
full-length movie. DVDs are commonly used as a medium for digital representation of movies
and other multimedia presentations that combine sound with graphics.

The DVD specification supports disks with capacities of from 4.7GB to 17GB and access rates

of 600KBps to 1.3 MBps. One of the best features of DVD drives is that they are backward-
compatible with CD-ROMs, meaning they can play old CD-ROMs, CD-I disks, and video CDs,

as well as new DVD-ROMs. Newer DVD players can also read CD-R disks. Figure 23: DVD

In order to access information on a CD whatever the type, you need your computer to have a
DVD drive. (See fig 29 next page)

26
Figure 24: CD Drive

We have looked at a number of storage media and their respective advantages and
disadvantages. Don’t you think choosing which one to use would be a difficult task? Think of
what would determine your choice?

Factors to consider when selecting storage media

(a) Speed, this refers to the rate of data transfer rate. It is the rate at which a device is
able to read continuous blocks of data
(b) Storage capacity, this is the amount of data that a particular device is able to hold.
It is measured in kilobytes, megabytes or gigabytes.
(c) Cost of storage, cost of storage is usually gauged in terms cost per megabyte based
upon the cost of the media
(d) Re-usability, a good storage device must be re-usable
(e) Reliability, reliability is measured by looking at failure rate of a particular device.
A good storage must have a low failure rate.
(f) Vulnerability to viruses
(g) Vulnerability to physical threats, such as heat, dust, moisture etc

1.2.5 OUTPUT DEVICES

These are computer hardware components which are used to give out the end results of
processing. Output devices allow users to interact with a computer system as they make it
possible for the user to see the results of processing. These come in a variety of types giving
Advantages Disadvantages

27
 1. Fast output device 1. Relatively expensive
2. Accurate, 2. Need for consumables( tonner, ink and
papers)

3. Physical output, always available

out different types of output. Output devices therefore convert computer output into a human
accessible form. They display data, information or instructions from the computer system. The
suitability of a particular output device is dependent on the type of output desired by the user.
Generally, the advantages and disadvantages of output devices are listed below: Table 13.
Advantages and Disadvantages of Out Put Devices

The following are some of the common output devices:

1. PRINTERS
These are output devices which are used or which are able to take typed text or images from a
computer and print them on a paper or any other physical material. Printers give out printouts
which can be used at a later stage. They are used to give out a hard copy output (a print out).
Printers come in two main forms and these are: Impact printers and non-impact printers. Impact
printers are a category of printers which uses impact or applies pressure on a certain character
engraved on metal or any other material onto the material to be printed on. Non-impact printers
on the other hand, do not use pressure to have a printout but uses electrostatic chemicals and
inkjet and LaserJet technologies.

Figure 25: Printer

28
 COMMON TYPES OF PRINTERS:
i. Dot matrix printer
These are impact printers which use tiny wires to impact upon an inked ribbon to form
characters. Impact printers are referred as such because they produce an output by hammering
character patterns against an inked ribbon and paper. These printers are similar to traditional
dice wheel printer and function in a similar manner to the type writers. Dot matrix printers
have the following advantages and disadvantages:
Table 14. Advantages and Disadvantages of Dot Matrix Printer
Advantages Disadvantages
1. Comparatively cheap to purchase 1. relatively slow
2. durable and able to work for long hours 2. make noise when printing

3. cheap print outs [Link]

ii. LaserJet Printers

The laser printer is a non-impact printer which employs beams of light that draw images on a
rotating drum that then picks up the fine black particles called toner. A laser beam is used to
charge sections of a rotating drum thereby having patterns of charged and uncharged areas on
the drum corresponding to the image that needs to be printed. As the drum rotates, particles of
dry toner are picked and fused on a page using heat to produce an image. Typical laser jet
printers are not used for colour printing as they use black toner particle to print.

Table 15. Advantages and Disadvantages of LaserJet Printer

Disadvantages
Advantages
1. Good quality printout 1. cost of printing is high
2. High speed
3. Able to handle large volumes 2. expensive in terms of purchase and
maintenance

4. Operates in silence

29
iii. Inkjet Printers
They are non-impact printers; they are also referred to as bubble jet printers. They print by
spraying tiny drops of ink on a paper. The print head of an inkjet printer consists of a number
of nozzles through which ink flows and is heated to be fused on a piece of paper thereby
forming bubbles. The inkjet printers are the best colour printing as they allow ink inside the
drum to be changed according to the colour of the image to be printed.

Table 16. Advantages and Disadvantages of InkJet Printer

Advantages Disadvantages
1. Purchase price is low 1. Easily bleached by water
2. Reliable printers 2. Colour printing needs special paper
3. Capable of colour 3. Considerably slow when compared to
inexpensive printing LaserJet printers
4. Operates in silence
5. Versatile printers
In selecting a suitable printer for use, it is important to consider the following factors:
(1) The print quality: A suitable printer should be able to give out a good quality print out
which cannot be easily erased.
(2) The capability: Some printers are able to handle large volumes of data, while others
are not. They end up heating if the quantity is too much.
(3) Speed: The speed of the printer is measured in terms of pages per minute (ppm). A
good printer should be able to print a good number of pages within a minute.

(4) Noise: A good quality printer should be able to operate in silence. Non-impact printers
are able to operate in silence while impact printers make noise while in operation.
(5) Cost of Printing: The cost of printing is looked at in terms of how much it costs to
have a single print out, therefore a good printer should print at low cost.

2. MONITORS AS COMPUTER OUTPUT DEVICES

A monitor is also referred to as the Visual Display Unit (VDU). This output device is the most
popular on most personal computers systems. A keyboard is used to input data and the monitor
is used to display input data and to receive messages from the computer systems. It provides
users with a soft copy visual output. It has its own box which is separated from the main
computer system and is connected to the computer using cables on desktop computers. In some
30
cases monitors are compact with the system unit, for instance in the case of a Laptop. Monitors
can either be colour or monochromes. They are usually referred to as a screen which is just a
part of a monitor. These devices convert information generated by the computer into usual
information.

Monitors come in two main forms and these are:

i. Cathode Ray Tube (CRT)
This is a conventional type of a computer monitor which looks like a television set. Information
from the Central Processing Unit (computer system) is displayed using a beam of electrons that
scan a phosphor surface that emits light and creates images. These monitors are bulk in size
and widely accessible. They are favored for their purchase cost which is low. They are also
liked for their positional accuracy and non-requirement for constant tilting for proper viewing.
However, they are despised for their big size and failure to give a good output.
ii. Liquid Crystal Display (LCD)
This is a type of monitor which displays information using a liquid held between two platters.
A beam of light is exposed to the document or image which further aligns the liquid in the
platters in the shape of the image to be displayed. This happens as a result of a liquid allowing
or disallowing light to pass through liquid. Liquid crystal display monitors are also referred to
as flat screens.

Figure 26: LCD Monitor

31
Table 17. Advantages and Disadvantages of LCDs

Advantages Disadvantages
1. Small in size, thereby not requiring a lot 1. Expensive in terms of purchase cost
of space and promote portability

2. A better display 2. Require constant tilting for better display

3. A faster display 3. Problematic in terms of sight for users.

Monitors in general have the following advantages and disadvantages as output devices.

Table 18. Advantages and Disadvantages of Monitors

Advantages Disadvantages
1. provide high speed change of display 1. do not provide hard copy
2. do not make noise while in operation
3. do not use consumables such as paper 2. problematic in terms of sight for users.
4. Operates in silence
Factors to consider when selecting Monitors
a) Resolution, describes the fineness of the image that can be displayed. It is often
expressed in pixels( picture elements)-the individual dots that make up an image on the
screen

b) Colour depth, the number of colors that can be displayed on the screen
c) Dot pitch, the quality of the monitors display involves measuring the distance between
the pixels
d) Refresh rate, relates to the way in which the image is displayed on the monitor.

3. SPEAKERS
These are computer audio output devices which are found on most computer systems. They
come in two main forms i.e:

i. Internal Speakers: which are speakers found inside a computer system and are
brought as a standard component of computers.
ii. External Speakers: They are able to supplement the internal ones in order to improve
the audio output. The quality output given by a computer depends on the size, model
or type of speaker. For this output to be functional there is need to have speaker drivers.
32
Table 19 Advantages and Disadvantages of External Speakers
Advantages Disadvantages
1. Suitable for visually impaired 1. don’t provide a permanent copy
2. comparatively cheap 2. difficult to understand
3. The audience is bigger 3. not suitable for noise nor very quiet
environment

Factors to use to evaluate computer hardware

1. Performance, what is the speed, capacity and how is the output in relation to input.
2. Reliability, what is the risk of malfunctioning, the error rate, maintenance requirements.
3. Cost, what is the purchase price, operational and maintenance costs.
4. Availability, how accessible is that particular component.
5. Technology, consider the risk of being outdated.
6. Compatibility, is the hardware compatible with the existing software and hardware
7. Modification, does the device allow modification.
8. User friendliness, was the user in mind when acquiring, are users comfortable and it is easy
to use.
9. Environmental requirements, what is electrical, air conditioning and other environmental
requirements.

10. Software is the systems and application software compatible with the hardware.

SAQ 8

1. List any five reasons you would advise someone not to buy a floppy disc
2. Mention any four optical storage media you know
3. What out do printers give?
4. What are the qualities of a good printer

33
1.2.6 PROCESSING DEVICES

In the computer, processing means performing operations on the data in order to convert it to
information which is used in decision making. This activity is performed by the Central
Processing Unit (C.P.U) or simply processor. The CPU is one of the two most important
components of your microcomputer. It is the electronic brain of your computer. In addition to
processing data, it controls the function of all the other components. Examples of CPU include:

• Intel Processor.
• AMD Processor
• Celeron Processor

1.3 COMPUTER SOFTWARE

In your own understanding, what is software?

...................................................................................................................................................

....................................................................................................................................................

....................................................................................................................................................

Software is a general term used to describe all the programs that may be
installed in the computer system together with the associated documentation.

Having looked at computer hardware especially the ones found on a personal computer, we can
now look at computer software which is the other major component of a computer system.
Software is a general term used to describe a collection of computer programs, procedures and
documentation that perform some tasks on the computer system. It is also defined as a set of
instances that command the hardware (the machine) to do work. A computer system as earlier
noted is made up of two main or major components which are, Hardware and Software i.e
Hardware refers to the physical components of the computer system and software which is
refers to a set of the instructions that are run on a computer system. The Computer system is
worthless without computer software. Computer software is divided into two main categories
and these are System software and Application software.
The diagram overleaf illustrates the different types of computer software

34
 Figure 27: Computer software

SYSTEMS SOFTWARE APPLICATION SOFTWARE

OPERATING DEVICE SPREAD WORD

SYSTEM TRANSLATOR DRIVERS SHEET PROCESSOR DBMS

WINDOWS LINUX UNIX MS EXCEL MS WORD MS ACCESS

XP, 7, 8, Vista AND CDS/ISSS

1.3.1 Type of Computer Software

Generally, there are two types of software. These are system and application software.

[Link]. System Software

System software is a set of instructions run on a computer system to direct, manage, control,
and harmonize and co-ordinate the activities of the computer system. These are a category of
computer software which helps run the computer hardware and the computer system. The
purpose of system software is to insulate the user of the computer as much as possible from the
details of the tasks performed by the system such as managing the different devices, allocating
space, data communication etc. Examples of system software include translators, operating
systems, device drivers, diagnostic tools, utility programs etc (all the above different types of
system software work together to harmonize the activities of the computer system). System
Software is further subdivided into:
a) Operating System and Control Programs
b) Translators (Assemblers, Compilers and Interpreters)
c) Utilities and service programs
d) Database Management System (DBMS)

35
Operating Systems
These are a set of instructions that provide a means of communication between the user, the
hardware system and the application software. The operating system (OS) acts as the host to
the application programs which are run on a computer system. These sets of instructions
provide a means of interaction between the user and the computer system. Some examples of
operating systems are: Windows XP, Window Vista, Linux, UNIX, Windows 2000 etc.
Operating systems come in different types as observed above but perform typically the same
functions.
Figure 28: Types Operating System

The following are some of the typical functions of operating systems as explained by Chaffey
(2003);
• It is used as a time slot, the operating system allocates time with a processor for each job
that needs to be processed.

• The operating system also allocates memory for storing programs and data so that data can
be accessed quickly when required and now data can be given room to be stored
• The operating system sets priorities to ensure that tasks with different priorities are dealt
with in the correct order.
• The operating system handles routine output and input operations
• The operating system accepts commands that are given to the computer system.
• The operating system also provides system security (by dealing with errors and users
instructions).
• The operating system also maintains access rights of users
• The operating system also controls the backing storage and peripherals devices such as
disk devices and printers.

36
[Link]. Application Software
Application software on the other hand is a set of instructions which are specifically designed
to perform specific user related tasks. This is software that is designed to be put to specific
practical use. This broad classification may be further divided into Specialist application
software and Application Package.

a) Specialists Application software are programs with associated documentation designed

specifically to carry out particular tasks, for example, containing a company’s stock of
goods.
b) Application Package is a suite of programs, with associated documentation used for a
particular type of programs or variety of similar problems. For example, Payroll packages.
Application Package is further classified into:

Application Specific
Application Specific is aimed at providing all facilities required for a particular class of
application problem such as a Payroll or Stock Control.

Generalized Software
These provide a completely general set of facilities that are of use in dealing with similar
types of task that arise from a wide variety of different types of application problems.
Well known packages are spreadsheets packages and word processing packages.
[Link] Advantages of Computers
Reduced cost.
✓ The computer will take over some of the jobs done by some staff. This means a
reduction in staff levels. e.g. Automated Teller machines have replaced some of the
bank cashiers.
✓ Equipment such as typewriters, faxes will not be needed since a computer can handle
word processing and sending of fax messages.
✓ The use of computers improves information flows in the organization. Internal
exchange of information between managers is made easier Speed of information.
Managers can have access to information by means of on-line processing. They can make
on demand enquiries and obtain up-to-date information within a short time.

37
 Accuracy.
Information from computers is more accurate and the numbers of errors committed by
operator is greatly reduced. Accurate information is needed by managers to help them to
make right decisions.

Reliability
Computers do not tire or get sick as humans do. They can be used for many hours without
a break. If they are maintained regularly, the equipment can be reliable. Downtime refers
to the period when the computer is not available to the user due to a breakdown or other
fault.

• Reporting of exceptions.
A computer can be given parameters to report on exceptional situations. This type of
reporting will trigger a manager into putting in a request for further investigation. An
example of exceptional reporting may be sales falling below average, or an employee
getting as twice as his basic salary.

• Versatile
Versatile means that a computer can be used for a variety number of jobs.

Efficiency
Computer also enables organizations to operate more efficiently. This may be due to
people’s interesting. Computers have become valuable tools in medical planning and
decision making. For example, some physicians are using the computer as diagnostic tool
in hospitals and clinics.

[Link] Disadvantages of Computers

Despite the many benefits a computer offers, there are some disadvantages.

Expenses
Besides the cost of purchasing a computer hardware and software, there are other daily
expenses. Expenses may consist of special printing paper, ink cartridges, magnetic tapes and
floppy disks. The cost of these materials may be high in organizations such as banking, order
processing etc.

The cost of computer and associated equipments is falling steadily. Still these equipments are
and continue to be much more costly as compared to manual processing equipments like pen

38
and pencil. Also technological complexity of these equipment makes it more difficult to learn
and maintain these equipments as compared to equipments of manual information processing.

Dislocation

The purchase of new equipment will bring with it the repositioning of offices. Large computers
will need to be accommodated in a large, air-conditioned and dust free environment. In a Local
Area Network (LAN), staff may be moved around the organization’s offices to provide them
easy access to the computer.

Danger of computer error

Unexpected errors such as computer viruses, software errors may occur. This can disrupt
operations for a number of hours or days.

Invisible records
All information held in a computer media is not human readable. If one wished to verify the
accuracy of data stored, a computer run would have to be made which reads the contents of
memory and printed out.

Computer breakdown
When there are no alternative means of processing data, a breakdown of the main computer can
cause serious problems. This is especially so for organizations such as banks, on-line order
processing or airline reservation.

Computer fraud
Computer fraud takes place by means of electronic money transfers, unauthorized access to the
company computer, etc. Such fraud is mainly found in the banking sector.

Modification of computer systems

Modification means that programs and hardware need to be updated from time to time to meet
current needs. Where programs and equipment are modified to compete with a business rival,
it can prove costly. Use of computers require additional infrastructure, such as power supply
and software back up. This increases the chances of problems due to failure of infrastructure.
For example, a computer will not work where there is no electric power supply. Even a laptop
with a battery will work without power supply only for a limited period.

39
 ASSIGNMENT 1

a. Discuss, in great detail, the importance of information technology in business organizations

today…………….....................................................................................

1.4 THE VALUE AND QUALITY OF INFORMATION

Information professionals spend a lot of time making information accessible to users in a timely
manner so that users carryout their daily activities without hindrances.

Think about your institution or secondary school you were at. Do you think information
was/ is really important for the institution in mind? What is the value of information? What
would have happened if information was not well managed?

The value of information

Information is obtained from reading, observation, investigation, study or research to make
decisions and to predict the future. You can see from the previous statement that to get
information is usually a conscious effort because of the value it adds to our lives. Knowledge
from information helps us to fulfill our daily tasks .The value of information is in its usage and
depends on the need of the user. Furthermore, Zorkoczy and Heap (1995) state that the value
of information is also seen through the cost involved in coming up with this information which
may be through intellectual labour in originating and handling or equipment involved in
processing, storage and distribution. Information therefore, is a critical resource in the
development of any society as it is the basis for planning, decision making, forecasting,
budgeting, coming up with strategies etc. It is clear that information is one of the most important
resources in any society. It is information that can give an individual a competitive edge. For
this value to be fully realized it needs to be information of good quality.

Remember that to have value in information time, money and skills are required.
Why do think we need time, money and skills in managing information?

40
Quality of information
Have you ever imagined that information can have different qualities? I guess not. Anyway,
information has value which can be evaluated using characteristics like accuracy, relevance,
currency, completeness, authenticity and precision. Zorkoczy and Heap (1995) argues that we
all expect information to be reliable and accurate. In other words information should be in
agreement with reality, it must also be up-to-date for the purpose that it is to be used. They
further argue that, information must be complete and precise according to the need as low
quality information may be misleading, inconsistent and incomprehensible to the recipient.

Think about a librarian in modern times, do we need librarians in order to make information
of good quality and value?

SAQ 2

1. Imagine you are on a bus to Chelston from town seated next to two political cadres arguing
about a certain article that appeared in the Post newspaper, mention any four factors you
would use to help explain if the information contained in the article is good quality
information?.............................................................................................................

2. Is all information of value to everyone? ……………………….support your answer

1.5 TYPES OF COMPUTERS

Having looked at the basic operations of different types of computers, it is important that now
you know the different types of computers. Computers can be classified in many groups using
different characteristics. Some of the characteristics used to classify computers include;
Configuration (Size, speed, storage capacity and performance of the computer) and
Principle of operation (the type of data a computer accepts and is able to process)

41
a) Types by configuration
Computer can be classified according to configuration. In this case the terms used to identify
the different classes or types of computers imply their size and expected capabilities.
O’leary, T.J and O’leary, L.I (2005) identified the following four basic types of computers using
this method and these are:
1) Super Computers: These are big computers which are specifically designed to perform one
specific task at a time (refer to figure 29 below). They are the fastest ever manufactured
computers, they are very expensive and are usually found in well-funded institutions such
as the military, universities, colleges and research institutions. They are used to perform
complicated tasks such as weather forecasting, nuclear weapon manufacturing, disease
diagnosis activities etc.

Figure 29: Super computer

Mainframes Computers: These are big computers specifically designed for high level
connectivity. They are also referred to as enterprises servers. They have a number of terminals
through which other smaller computers can be connected. Mainframe computers are usually
used to handle large volumes of data. These computers are expensive and are usually found in
well-funded institutions dealing in large volumes of data such as Statistical
Institutions, Banks, Networking organizations etc. (see figure 30 below)

42
Figure 30: Mainframe computer

2) Mini Computers: These are computers which are similar to the mainframe computers but
less powerful. Minicomputers are found between the large or big (Super and Mainframe
computers) and tiny microcomputers. They are also referred to as mid-range servers.
Minicomputers are usually set as:
(a) Server: This is a computer which has been optimized or set aside to provide
service to other computers in a network. To optimize means enhancing the
capability of computers by increasing the speed and storage capacity of a
computer. A server can be either dedicated or non-dedicated. Dedicated servers are
used solely to control specific network service. Non-dedicated servers function as
network controllers or workstations
(b) Workstations: This is a computer which has been set aside to perform a particular
specialized task. They come in form of CADs, CAM etc. These are Computers
which users operate and need to be connected to the Local Area Network (LAN)
through a Network Interface Card. It can have its own operating system that cannot
have a floppy drive as it may be an entry point for viruses and for stealing software.
3) Microcomputers: These are tiny computers with a proportionally good processing speed
and storage capability. They are usually confused to be personal computers because
personal computers were among the first type of microcomputers to be invented. Common
microcomputers are:
(a) Personal Computers: A personal computer is a microcomputer designed for general
purpose to be used by one person at a time. Personal computers have input and output
devices that can be used by one person only at a time. (See figure 31 on the current
page)

43
Figure 31: Personal Computer Peripherals

(b) Desktop Computers: This is a type of microcomputers which is designed to be used

in fixed location. They are not designed for portability. They have disjointed or
separate input device, processing and output devices (See Figure 32 on the next page).
They are usually used or put on top of the desk, thus the name “Desktop”. They
usually provide a large storage capacity and offer more versatility for less cost than
their portable brothers.

44
Figure 32: Desktop computer

Laptop: They are tiny computers which have integrated input, processing and
output devices (See Figure 5 on the next page). Laptop computers also have integrated internal
battery which allows them to be used in remote places. They are usually expensive than their
desktop brethren. They are also referred to as note books because of their size which is the
same size as the hard cover book. Figure 33: Laptop computer

(c) Palmtops: They are also known as [Link]. They are tightly integrated small
computers which use a flash memory instead of hard drive for storage (See Figure
34 below). They do not usually have keyboard but use touch sensitive screen.
They are typically smaller than a paper bag novel, very light in weight with a
reasonable battery life. They are called palmtops because they are usually used while
in palms. Therefore referred to as “hand held computers” in some instances.

45
 Figure 34: Palmtop computer

(d) Tablets - Resembling a letter-sized slate, the Tablet PC, or tablet computer, is a
special type of notebook computer that you can interact with by touching the screen
with your finger or a digital pen. A digital pen looks like a small ink pen but uses
pressure instead of ink. Users write or draw on a Tablet PC by pressing a finger or
digital pen on the screen, and issue instructions by tapping on the screen. One design
of Tablet PC, called a convertible tablet, has an attached keyboard. Another design,
which does not include a keyboard, is called a slate tablet (Figure 35 below) and
provides other means for typing. Some Tablet PCs also support voice input so that
users can speak into the computer. Tablet PCs are useful especially for taking notes
in lectures, at meetings, conferences, and other forums where the standard
Figure 35: Tablet computernotebook computer is not practical.

(e) Wearable
These are the latest trend in computing. Wearable computers, also known as
body-borne computers or wearables are miniature electronic devices that are
worn by the bearer under, with or on top of clothing (See Figure 36 below).
They are also found integrated in watches and cell phones. Wearable computers
are used for personal activities such as emailing multi-media facilities calendars
and coming up with schedules.

46
 Figure 36: Wearable

b) Classification by principle of operation.

We earlier learnt that computers can be classified using configuration. Remember the four
major types using that criterion. Kalicharan (1998) states that computers can also be classified
according to the type of data a computer accepts and is able to process. Using this method,
computers can be classified into three main types;
1. Digital computer, these are computers that accept and process data represented in
digital form. A digital computer uses digital techniques, most computers use this
approach. Digital data is data represented using finite numbers and discrete values.
The signals are normally two-valued or binary in nature. These are the fastest and
widely used computer computers
2. Analogue computer, this is a computer design to respond to an infinite number of
variations in signal, compared to a digital computer. Telephones use analogue
signals as they express data signals as patterns of continuous sound frequencies such
as human voice. Examples of analog computer usage include monitoring
temperature, voltage and current reading.

3. Hybrid computers, these are computers which can accept and process both
analogue and digital data.

SAQ 7

1. Mention any two characteristics used when classifying computers according to

configuration?
2. Mention the types of computers using principle of operation

47
Further readings
Chaffey, D. (2006). Business Information Systems, Derby: Financial Times Press.

Long, L. (1997). Introduction to Computers and Information Systems, 5th ed. Englewood Cliff:
Prentice-Hall.

NCC (2000). Computer technology, Manchester: NCC ed.

Timothy.J and Linda O’leary. (2005). Computing Essentials. Boston: McGraw Hill.

ANSWERS TO SELF ASSESSMENT QUESTIONS (SAQ)

SAQ 5

1. Using computer is necessary even with the many negatives. Refer to the reasons for using
computers to support your answer.

SAQ 6
[Link] the device used to enter the following types of data:
a. Sound………………………………………………………..Microphone
b. Printed text………………………………………………….Scanner
c. Images……………………………………………………….Digital Camera
2 Processing is the conversion of data into information
3. What devices do we use to have the following types of out?
a. Audio output………………………………………….Speakers
b. Hardcopy………………………………………………Printers
c. Visual output………………………………………….Monitor

48
 SAQ 7

1. Mention any two characteristics used when classifying computers according to

configuration? Size and storage capacity
2. Hybrid, Analogue and Digital

SAQ 8

1. List any five reasons you would advise someone not to buy a floppy disc a.
Out datedness
b. Small storage capacity
c. Vulnerable to viruses
d. Slow when retrieving information

49
 e. Vulnerable to electromagnetic interference
2. Mention any four optical storage media you know
a. CD-R
b. CD-Rw
c. DVD
d. Blue Ray
3. What output do printers give? Hard copies/ printouts
4. What are the qualities of a good printer
a. Speed
b. Print quality
c. Colour printing
d. Printing in silence
e. Reliability
f. Cheap to purchase and maintain

SAQ 9

1. What are the two main types of software? Systems and application
software
2. True or false
a. Operating system is a systems software (True)
b. Shareware is the cheapest source of software (True)
c. Warm booting is the same as cold booting (False)
d. OMR and OCR are same (False)
e. DBMS is Database Management system (True)

50
 UNIT 2: INTRODUCTION TO WINDOWS

2.1 Using a computer: How to start a computer

There are several ways to start up a computer. The two most common are in normal mode and
safe mode. Normal mode allows for everyday use, without restriction (save any restrictions you
may have set up on your computer, such as parental or administrative controls and rules).
Another mode in which to start a computer is safe mode. Safe mode is used for diagnosis
purposes. When working in this mode, there is limited functionality, usually confined to
programs and tools necessary to find and fix problems.

The steps below outline how to start a computer in normal mode

Starting computers

1. Plug in your computer and all peripherals. Peripherals include such items as your
monitor, keyboard, mouse and printer, if you have one. In order to protect your
computer, you should use a surge protector.
2. Turn on the surge protector. Usually surge protectors feature a light that will glow when
powered on.
3. Press the power button on your computer or CPU (Central Processing Unit). These
buttons can be recognized by the power symbol, a circle with a vertical line intersecting
the top of it. Your computer will boot, and you can begin using it as desired
Booting
Booting is the process of loading programs from the storage area to the working area. In simple
terms, booting is restarting a computer or its operating system software. There are two types
(1) Cold booting: when the computer is started after having been switched off. (2) Warm
booting: when the operating system alone is restarted (without being switched off) after a
system crash or 'freeze.' Both types of booting clear out (for the time being) the bugs, bombs,
memory conflicts, and other idiosyncrasies of the operating system.

2.1.1 Human Computer Interface (H.C.I)/ User Interface

The human computer is the aggregate of all means by which users or people interact with
computer or computer system as a whole. A user Interface is a system by which people
(computer users) interact with a machine. The User Interface includes hardware (physical) and
software (logical) components. User Interfaces exists for various systems and provide a means
of Input, allowing the users to manipulate the system to indicate the effects of the users’

51
manipulation. Generally, the goal of human machine interaction engineering is to produce a
user interface which makes it easy, efficient and enjoyable (user friendly) to operate a machine
in a way which produces the desired result. This generally means that the operator needs to
provide minimal input to achieve the desired output, and also that the machine minimizes
undesired outputs to the user. User interface therefore is a means by which the user and the
computer system exchange messages or information. The user interface provided for by a
certain computer depends on the operating system in use. Some of the common user interfaces
includes the following:

[Link]. Command Line Interface (CLI)

Many years ago when computers were not very powerful they could not display the beautiful
and colorful graphics we see on most modern computer screens today. The only interface
available to most computer users was the Command Line. The user would see nothing but a
black screen. This type of user interface allows users to interact with a computer by typing in
commands. The computer in this interface displays the prompt and the user may be required
to key in the command and press on enter or return on the keyboard for the operation to be
done. This kind of interface also provides users with a dialogue box through which they can
communicate with the computer system. This is one of the first types of user interface which
requires the user to type the command correctly and in the right order for an operation to be
performed. These commands are usually abbreviated. For example, to copy a text file called
NOTES from a floppy disc to the hard drive the user would have to type:

> Copy A:\NOTES. TXT C:\

Using this interface required the user to learn the whole set of strange computer commands so
that they could make use of the computer system. In addition, it was not very interesting look
at no-visual clues to tell you what to do next. This meant that computers used to be difficult to
use, so this type of interface is only suitable for expert users. However, Command Line
Interfaces are still used today on many servers.

52
Table 20. Advantages/ Disadvantages of CLI
Advantages Disadvantages
1. Easy to use by experienced users 1. Requires memorizing
2. Less memory required 2. Difficult for learners
3. Does not need windows

[Link]. Graphical User Interface (GUI)

A GUI is an interface built around visual (graphical) things and use windows to organize files
and applications represented by icons (small pictures) and menus that list commands. The user
directly manipulates these visual objects on the video display monitor by pointing, highlighting,
and dragging or by moving them with a mouse or trackball. Under this type of interface
facilities are represented by icons which are displayed by a computer window. To interact with
these facilities one needs to use a mouse or any other point device. The GUI also presents users
with menus as a means of interaction for this type of interface to be provided, there is need to
use windows operating system. The GUI is the most common and accessible user interfaces
nowadays. A GUI is sometimes called a WIMP interface:

(a). W – Windows: These are regions of the screen used to display information.

(b). I – Icons: Small pictures that are used to represent folders, programs and other features
installed in the computer.

(c). M - Menus: Lists of options a user can select from.

(d). P – Pointer: Is an arrow that can be moved around the screen and is used to select things.
Windows XP, Windows Vista, Windows 7 and Windows 8.1are very good examples of
operating systems with a GUI. GUIs are quite easy to use due to the visual nature of the
interface- the user has lots of visual clues as to what things to do. See the figures below.

53
Figure 37: Windows 7 Platform

Figure 38: Windows XP Platform

54
The following are some of the merits and demerits of this user interface.

Table 21 Advantages and Disadvantages of User Interface

Advantages Disadvantages
1. Easy to use [Link] to inexperienced users
2. Many alternatives [Link] huge memory and processing
power

3. Copy and paste allowed

4. Dragging of documents possible

2.1.2 Windows Platform

A platform consists of an operating system, the computer system's coordinating program, which
in turn is built on the instruction set for a processor or microprocessor, the hardware that
performs logic operations and manages data movement in the computer. The operating system
must be designed to work with the particular processor's set of instructions. As an example,
Microsoft's Windows 2000 is built to work with a series of microprocessors from the Intel
Corporation that share the same or similar sets of instructions.

Historically, most application programs have had to be written to run on a particular platform.
Each platform provided a different application program interface for different system services.
Thus, a PC program would have to be written to run on the Windows 2000 platform and then
again to run on the Mac OS X platform. Although these platform differences continue to exist
and there will probably always be proprietary differences between them, new open or
standards-conforming interfaces now allow many programs to run on different platforms or to
interoperate with different platforms through mediating or "broker" programs.

Navigating windows using the mouse

Using windows involves a mouse, a pointing device that is typically attached to your computer
by a cable. You move the mouse on any flat surface or on a mouse pad, a smooth pad on which
the mouse rests. A mouse typically has two buttons at the front, one on the left and one on the
right. The left button is mainly used for selecting items, dragging, highlighting, opening and
closing programs. The right button is used for options.

55
A pointer appears on the screen and lets you accomplish specific tasks by using the mouse.
As you move the mouse, the on screen pointer moves. When you move the mouse to the left,
the on screen pointer too moves to the left and when you move the mouse to the right, the on
screen pointer too moves to the right. The table below describes some of the basic things you
can do using the mouse:

Table 22. Uses of a Mouse

TERM DESCRIPTION
Point Move the mouse until the tip of the pointer is touching the
desired item on the computer screen.

Click
Quickly press and release the left mouse button.

Double Click
Quickly press and release the left mouse button twice.

Drag (or drag and drop) Point to an object on the screen, hold down the left mouse
button, and move the mouse until the pointer is in position. Then
release the left mouse button.

Right Click
Quickly press and release the right mouse button.

Select/Highlighting Hold down the left mouse button, move the mouse so that the
pointer moves from one side of an object to another. Then
release the left mouse button.

Note: The pointer does not always look like an arrow. It can take other forms depending on the
action you are performing. The table below shows some of the forms the pointer can take:

56
Table 23. Forms of the Pointer
POINTER DESCRIPTION

Used to point to objects.

Pointer
Used for changing the size of objects or
windows.

Two headed arrow

Used in keying, inserting and selecting text.

I- beam

Used to move objects.

Four headed arrow

Used to indicate that the computer is

processing a command and you should wait
Hourglass before you continue working.

Note: When moving the mouse on the mouse pad or any smooth surface, if you reach the edge
of the pad, just pick up the mouse and put it in center of the pad. This does not change the
position of the pointer on the screen.
3. The Menu Driven Interface:
This is a type of a human computer interface which uses menus to provide a means of
interaction between the user and the computer system. A menu is defines as a list of options
therefore the menu driven interface provides users with a variety of menus from which users
can select from the given options, menus come into two main forms, these are menus which
are known as task or facility and standard menus. This can be displayed as pull down or pull
up menus.

57
Table 23 Advantages and Disadvantages of Menu Driven Interface
Advantages Disadvantages
1. Easy to use 1. Irritating to experienced users
2. Easy to guess through the menus 2. Limited in terms of options

Attributes of good user interface

1. It must be attractive and pleasing to the eye
2. It must allow the user to try other options
3. It must be easy to use (user friendly)
4. It suitable for colors in key areas
5. It must be able to use words which are easy to understand by the type of user is aimed
at.
6. It must have an online help

2.1.3 Modes of computer operations

Modes are simply ways or methods by which computers carryout there different operations.
These modes of computer operation like human computer interfaces depend on the type of
operating system in use. Therefore, computers can operate in many different ways using
complex computer operating system. The following are some of the main types of computer
modes of operations:

1. Single Program Mode

This is a mode of computer operation which allows the computer to run with one program and
one user at a time. Single program mode of computer operation is usually associated with the
early mode or type of computers, it allows one user and only one program to run. It operates
using an approach similar to the DOS operation.

2. Multiple Program or Multi-tasking

Under this mode two or more program are allowed to run with one user at a time. This mode
allows a user to perform a number of tasks at a same time. A multi-tasking mode of computer
operations requires a lot of storage capacity and a high processing speed.

58
 3. Multi-Access (Multi-User)
This is a mode of computer operation which allows several users to use the same system
together. This is made possible by the use of network. The operating system used in this case
allocate each user a share of a processor time (time slicing) thereby making them feel as though
there being attended to immediately. The processor deals with users in turns therefore, the more
the number of users the slower the system to respond. The speed of the processor is usually a
fraction of the second thereby facilitating real time interaction.
4. Multi-Processor
This is the mode of computer operation which allows more than one processor to be used in
computer system at a time. Processors can be used to either enhance the capability of a
computer system or to act as a backup in an instance the main processor is dysfunctional.
This mode uses a multi-processor operating system.
5. Batch Mode
This is the mode of computer operation where data is collected together in a batch and
processed at a goal. This mode is usually used when dealing with jobs that have similar inputs
processing an output where no or less human intervention is needed. The batch mode of
computer operation is typically used in operations such as payroll processing, billing systems,
making daily transactions etc. These operations are usually done overnight.

6. Real-Time
Under this mode the computer system responds or reacts to an input within a guarantee period
of time (real time). This mode of computer operation allows immediate feedback, its typical
usage is in control systems such as traffic robots, car engines, computer games, and plane or
flight bookings.

2.1.4 Sources of Computer Software

There are a number of sources for computer software. These are sometimes called software
domains. The mostly used software domains include the following:
• Commercial software: These are software that can be bought from computer stores or
downloaded from websites at a fee. When you buy this software, you can only use it.
Examples include Microsoft Office (2007, 2010 and 2013), Avast Anti-Virus software
and many more others that you cannot download freely from the Internet.

59
 • Shareware: Is software that comes as trial version or try and use it policy. You will
have to use it on a trial basis and when that trial period expires you will have to buy it
(Full and complete version). In most cases trial version software stops functioning well
immediately the trial period is over in the case of Anti-virus software; you would
become vulnerable to viruses. A shareware will allow you to make copies and distribute
them. As the name implies it is meant for sharing.

• Freeware: freeware software is obtained freely or at no fee. However, you cannot do

anything to it that is not expressly allowed by copyright law or by the author. You are
allowed to use, copy and give but you cannot sell it. Program device drivers and games
are made available as freeware.

• Open Source Software: Software that is downloaded freely from the internet. Many
organizations and users today prefer to use ‘open’ software, which is software designed
using specifications that are publicly accessible. The great advantage of open software
is that anyone can create add-on products for it because they can understand how it was
designed. People using open software can mix and match products from different
manufacturers. By making software public, however, a manufacturer allows others to
duplicate its product. Examples include Open Office which is an office application set
(for word processing, spreadsheet manipulation, and picture drawing and data base
access), Firefox a web client program (for viewing and hearing web pages), Linux a
computer operating system and kernel originating as a UNIX system and existing in
many versions and many more others.

2.1.5 Typing a word document

It is important to note that before you can start typing anything you must first and foremost be
familiar with the basic keyboard keys that will help you to type. Therefore in this lesson our
discussion will be based on understanding the basic keyboard keys.

Understanding the Keyboard Keys

(a). Command Keys such as (CTRL and ALT) can be used in sequence with other keys on the
keyboard to accomplish tasks quickly. These command key sequences are called keyboard
shortcuts. Some of the tasks you accomplish by using tool bar buttons or menu commands can
be accomplished by using keyboard shortcuts. The table below shows some of the common
keyboard shortcuts:
60
Table 24. Keyboard shortcuts
KEYBOARD SHORTCUTS OUTCOME
CTRL + B Applies bold formatting on selected text.
CTRL + I Applies italic formatting on selected text.
CTRL + U Applies underline formatting on selected text.
CTRL + HOME Positions the insertion point at the beginning of
a document.

CTRL + SHIFT + > Increases the font size of selected text.

CTRL + SHIFT + < Decreases the font size of selected text.
CTRL + A Selects all the text in a document.
CTRL + S Saves a document.
CTRL + P Prints a document.
CTRL + W Closes a document.

CTRL + C Copies a document

CTRL + V Pastes

Procedure to follow when applying the above shortcuts

To apply bold, italic or underline to text by using command keys:
STEP 1: Select specific text (highlight the desired text you wish to act on or format). To
highlight means to press and hold the left mouse button and move the pointer making sure only
the text you wish to highlight or covered by some sky blue or light blue color, when that is done
release the button and avoid clicking anywhere in the text area as doing so removes the
highlight. If you want to key new text, place the insertion point where you want to key new
text.
STEP 2: For bold, press and hold the CTRL and letter B at the same time (the instruction is the
same for italic and underline, etc).
(b). BACKSPACE KEY
The Backspace key is used to correct mistakes one makes while typing or keying. If you key
an incorrect character, press Backspace to erase or delete it and then key the correct character.
If you notice a character that has been incorrectly typed deep inside the text, simply place the
insertion point in front of the character or word you want to correct and press Backspace until
the character or word is erased (Deleted).
61
NOTE: The Backspace key deletes letters backward.
(c). DELETE KEY
The delete key performs the same function like that of the backspace. The only difference is
that the delete key erases or deletes text forward.

(d). CAPS LOCK KEY

The caps lock key is used to key capital letters without pressing the right shift and left shift
keys. Note that caps lock only works on letter keys.

(e). SHIFT KEY (right and left)

Some keys on the keyboard can perform more than one function and this is normally indicated
by the writings, symbols or marks on such keys. For example

This key has two functions i.e. a slash / and a question mark?
THE ENTER KEY

SPACE BAR KEY

The space bar key is mainly used for creating space between words or even letter when typing.
The space bar key is the easiest key to identify on the keyboard as it is the longest key. See the
figure below.
62
Now, let’s try using all the above mentioned features

SAQ 9

ANSWERS TO SELF ASSESSMENT QUESTIONS (SAQ)

1. State the two types of interfaces used on the computer.........................

2. Explain the meaning of the following:
a. Booting.....................................................................................
b. Menu........................................................................................
c. Real-time process.......................................................................
d. Batch process.............................................................................

SAQ 10

Differentiate between CLI and GUI............................................................................

State the meaning of the following keyboard shortcuts:
a. Ctrl + A…………………………………………
b. Ctrl + Z…………………………………………
1.
2.
c. Ctrl + P…………………………………………
d. Ctrl + S…………………………………………

63
 e. Ctrl + I………………………………………….
f. Ctrl + B…………………………………………

In this unit, you learnt how to start a computer, the two types of booting and how to
management your files. Your tutor will further expose you to the actual windows platforms and
how to manage files

Further reading
Long, L. (1997) Introduction to Computers and Information Systems, 5th ed. Englewood Cliff:
Prentice-Hall.
O’leary, T. J. (2003). Microsoft Office Excel 2003: An introduction, Boston: McGraw-Hill
Timothy.J and Linda O’leary. (2005) Computing Essentials. Boston: McGraw Hill.

64
 UNIT 3: MICROSOFT WORD 2013
3.1 INTRODUCTION

Microsoft Word 2013 is a word processing application software that allows you to
create a variety of documents like letters, flyers, and reports. With the introduction of several
enhanced features—including the ability to create and collaborate on documents online—Word
2013 gives you the ability to do more with your word processing projects. In this module we will
explore Word 2013 and its features.

OBJECTIVES

At the end of this unit you should be able to do the following:

• Navigate the through MS Word Environment
• Create, edit and save the document
• Work with objects in MS Word 2013
• Changing the layout of a document and printing the document

3.2 THE MS WORD 2013 ENVIRONMENT

Microsoft Word 2013 is very similar to Word 2010. If you've previously used Word 2010, then
Word 2013 should feel familiar. But if you are new to Word or have more experience with older
versions, you should first take some time to become familiar with the MS Word 2013 interface.
Figure 39: MS Word Environment
Title Bar

Menu Bar

Standard
toolbar

Ruler

Document
Window Status Bar

When you open Word 2013 for the first time, the Word Start Screen will appear. From here, you'll
be able to create a new document, choose a template, or access your recently edited documents.
65
If you've previously used Word 2010 or 2007, then Word 2013 should feel familiar. It continues to
use features like the Ribbon and the Quick Access toolbar, where you will find commands to
perform common tasks in Word, as well as Backstage view.

Figure 40: MS Word Menus

The Home tab gives you access to some of the most commonly used commands for working with
Word 2013, including copying and pasting, formatting, aligning paragraphs, and choosing
document styles. The Home tab is selected by default whenever you open Word. Certain programs,
such as Adobe Acrobat Reader, may install additional tabs to the Ribbon. These tabs are called
Add-ins. The Ribbon is designed to respond to your current task, but you can choose to minimize
the Ribbon if you find that it takes up too much screen space. Backstage view gives you various
options for saving, opening a file, printing, and sharing your document.

Document Views
Microsoft Word 2013 has a variety of viewing options that change how your document is displayed.
You can choose to view your document in Read Mode, Print Layout, or Web Layout. These
views can be useful for various tasks, especially if you're planning to print the document.
To change document views, locate and select the desired document view command in the
bottom-right corner of the Word window.

Figure 41: Document views

Read Mode: In this view, all of the editing commands are hidden so your document fills the screen.
Arrows appear on the left and right side of the screen so you can toggle through the pages of your
document.

66
The Quick Access toolbar
Located just above the Ribbon, the Quick Access toolbar lets you access common commands no
matter which tab is selected. By default, it shows the Save, Undo, and Repeat commands. You can
add other commands depending on your preference.

Figure 41: Quick Access Toolbar

The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your
document with precision. If you want, you can hide the Ruler to create more screen space. Once
you are familiar with the MS Word 2013 environment you can then perform basic operations such
as:
• Creating and Opening Documents
• Saving and sharing documents
• Text Basics
• Formatting Text
• Page layout
• Printing Documents

3.3 Working with Text

Word 2013 is basically an advanced text editor. Therefore, you will use it mainly to work with text
that is typed using the keyboard. Once you enter the text, the following operation can be applied
on that text:

67
• Indents and Tabs: Indenting text adds structure to your document by allowing you to
separate information. Whether you'd like to move a single line or an entire paragraph, you can
use the tab selector and the horizontal ruler to set tabs and indents.
• Line Paragraph Spacing: As you design your document and make formatting decisions, you
will need to consider line and paragraph spacing. You can increase spacing to improve
readability or reduce it to fit more text on the page.
• Lists: Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text. In this lesson, you will learn how to modify existing bullets, insert new
bulleted and numbered lists, select symbols as bullets, and format multilevel lists.
• Hyperlinks: Adding hyperlinks to text can provide access to websites and email addresses
directly from your document. There are a few ways to insert a hyperlink into your document.
Depending on how you want the link to appear, you can use Word's automatic link formatting
or convert text into a link.
• Breaks: Adding breaks to your document can make it appear more organized and can improve
the flow of text. Depending on how you wish to change the pagination or formatting of your
document, you can apply a page break or a section break.
• Columns: Sometimes the information you include in your document is best displayed in
columns. Not only can columns help improve readability, but some types of documents (like
newspaper articles, newsletters, and flyers) are often written in column format. Word also
allows you to adjust your columns by adding column breaks.
• Header, Footer and Page Numbers: The header is a section of the document that appears in
the top margin, while the footer is a section of the document that appears in the bottom
margin. Headers and footers generally contain additional information such as page numbers,
dates, an author's name, and footnotes, which can help keep longer documents organized
and make them easier to read. Text entered in the header or footer will appear on each page
of the document.

3.4 Working with Objects

Apart from being a text editor, Word allows you to work with objects such as:
• Pictures
• Shapes
• Textboxes and WordArt
• Tables
• Charts
You can insert these object with are found on the Insert Tab and also edit each one of the objects
but using the Design and Format Tabs that open when you click on the particular object.
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3.5 CREATING / SAVING / OPENING / CLOSING / DOCUMENTS

Creating a Document

Each time you load MS-Word you will be presented with a new document. The window title
bar will be documented as Document 1. At this point you are ready to start typing your
document.

Saving a Document

As Document 1 is not a legitimate name for the document, the first time you save the document
you need to give it a name with SAVE AS command.

1. Choose Save As from the File Menu

2. Enter the filename in the File Name box. Unless you select or type another directory,
the document will be saved in the current directory.
3. Click on OK

The document stays on the screen after you save it so you can continue working on it. Notice
the title bar now displays the new document name.

Note: A typical and good filename can consist of up to 8 characters. MS-Word however can
take long file names. It will assign a further three character extension of DOC
to all data files and DOT to all template files. The filename and extension are
separated by a full stop and should only contain characters A-Z or 0-9. Even
spaces are now allowed unlike in earlier versions. MS-Word does not distinguish
between UPPER and lower case characters in a filename.

e.g. [Link]

MS-WORD Intro

Saving an existing Document

If the document has already been saved, but you want to update the disk with any changes
which may have been made, you use the Save command.

Choose the Save command from the File Menu.

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By using the above command, the dialog box will not be displayed. Each time a document is
saved, the on-screen information replaces the previously saved document on disk.
Alternatively you can use the Save Icon on the toolbar.

Closing a Document

This option is used when you are finished working on your document, have saved it and want
to remove it from your screen and create a new file.

• Choose Close from the File Menu

If you try to close a document without first saving all the changes, the system will prompt you
that you have not saved the changes and give you the option now to save them.

• Click Yes to save changes, No to discard changes, or Cancel to cancel the command.

Opening an existing Document

1. Choose the Open command from the File Menu, or click the File Open Icon on the
Standard Toolbar
2. Ensure that correct drive and directory is currently selected. (If not, point to the required
drive name (e.g. A: drive in the Open dialog, then the directory name and double-click,
as shown in figure 42).

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 Figure 42: Opening an existing Document

3. Locate the required file, you may have to use the vertical scroll bar on the right of the
list box
4. Click on the require file, and click OK

Creating a new file

1. Choose New from the File Menu

2. Click on the required template and click OK OR

3. Choose the File New Icon from the Standard Toolbar

Word for Windows will open a new window for the document and assign the new sequential
document number to the window. If there are other documents open, they will not be lost.
MS-Word can hold up to 9 Document Windows.

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3.6 TEXT ENHANCEMENT

Selecting text

Selecting text is a process of highlighting text that needs to be worked with. In Word for
windows you must always select text before applying any changes to it. Text can be selected
with a mouse or with the Shift and arrow keys

To select by dragging the mouse:

1. Position the insertion point at the beginning of the text to be selected

2. Click and hold the left mouse button, drag the mouse over the required text 3.
Release the left mouse button

To cancel a selection, click the left mouse button

Quick ways of selecting text

Table 25. Selecting Texts

Selection Method Effect

Double Click Selects the current word

Ctrl Click Selects the current sentence

With the pointer in the Selects the current paragraph. (The selection bar
selection bar Double-Click is the white space to the left of the left margin

With the pointer in the Selects the whole document

selection bar Ctrl Click

Selecting text with the keyboard

Selection Method Effect

Shift Right Arrow Selects the next character

Ctrl Shift Right Arrow Selects the current word

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Ctrl Shift Down Arrow Selects the current paragraph

Ctrl 5 (numeric keypad) Selects entire document

Applying text enhancements

Text attributes are enhancements such as Bold, Underline, Italics, SMALL CAPS etc.

Using the formatting toolbar to apply enhancements

The Formatting Toolbar is displayed on screen each time you load MS-Word. This Toolbar is
designed to make formatting features more accessible when using a mouse.

1. Point and click on the Icon on the Formatting bar i.e. B for bold, I for italics, U for
underline

2. Type the text

3. Point and click on the Icon on the Formatting bar to turn it off

Applying the enhancement to existing text

1. Select the text you wish to apply the enhancement to

2. Point and click on the enhancement on the Formatting bar

Note: Many enhancements can be applied to the text once it is selected, just point and
click on the required enhancement.

Applying the enhancement using the menu

Enhancements can be applied using the Menu Bar also. Select the text in the usual manner and
when selected move the Pointer to the Menu bar and click on FORMAT. Next click on FONT.
Make sure that the FONT Sheet Tab is chosen. Click on the various enhancements you require
and then click on OK. Using this method you will be able to apply a large amount of
enhancements including Bold, Underline, Italics, Small Capitals, Strikethrough, Subscript,
Superscript, Fonts, Point Sizes and Colour.

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Removing Enhancements

If you wish to de-select any of these functions simply go through the same procedure one again.

TEXT ALIGNMENT

Text alignment refers to the positioning of the text between the left and right margins. Again,
alignment selections can be made from the Formatting toolbar or the Format menu.

Aligning text from the formatting toolbar

The following icons are displayed on the Formatting Toolbar

This text is Centre Aligned

This text is Left Aligned

This text is Right Aligned

1. Point and click on the icon representing he required alignment

2. Type the text and press <Enter>
3. Point and click the <Left align> icon to turn off the alignment and return to the left
margin

Changing the alignment of existing text

1. Select the text you wish to change

2. Point and click the icon representing the required alignment

Applying the alignment using the menu

Text alignment can be applied using the Menu Bar also. Select the text in the usual manner
and when selected move the Pointer to the Menu bar and click on FORMAT.

Next click on PARAGRAPH. Make sure that the INDENTS AND SPACING Sheet Tab is
chosen. Click on the ALIGNMENT and choose the required alignment and then click on
OK.

Font Attributes

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Fonts

A font is made up of three elements i.e.

Typeface (Times, Roman, Helvetica, Courier)

Weight (Bold, Italic)

Size (10 point, 12 point, 8 point)

The fonts you have available for working with will be controlled by the version of Windows
and the type of printer you have currently selected.

Font Examples:

This is an example of Times New Roman

This is an example of CG Times

This is an example of Courier

This is an example of Arial

This is an example of Lucida Handwriting

Font sizes:

This is size 12

This is size 14

This is size 16

This is size 18
This size 20

This is size 24

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Selecting a font using the toolbar

1. Point to the Font box in the Formatting Toolbar

2. Click on the Down Arrow (to the right of the Box)
3. Scroll through the available fonts using the vertical scroll bar, click on the required font
4. Point and click on the Down arrow in the Font Size Box on the Formatting Toolbar 5.
Click on the required Font Size for the current font

Figure 43: Text enhancements

Note: Font selections can also be made from the Font option in the Format Menu
PRINTING A DOCUMENT

Printing a document on screen

1. Choose PRINT from the File Menu

2. The Print dialog box will be displayed
3. At the top of the dialog box the current printer is displayed, if you wish to change this click
on Printer
4. In the Page Range section you can specify which part of the document you wish to print.
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5. In the Copies section you can specify the number of copies for printing 6. Once all the
selections have been made, Click OK to print

The printer icon on the toolbar can also be selected for printing text

Figure 44: The Print Menu

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Figure 45: The Print Window (Ctrl + P)

Printing from the toolbar

Point to the Printer Icon and click, the default print selections will be used for the printed text

Print Preview

It is always a good idea to view a document before you print it.

Choose Print Preview for the File Menu

OR

Click the Print Preview Icon on the Standard Toolbar

The Print Preview screen will appear showing you the page on which your cursor is located.
The mouse pointer will now take the shape of a magnifying glass with a little + sign in it. Click
once with the left mouse button and a magnified view of the page will appear on your screen.
If you click once again you will zoom out to a full page view again. You will only see one page
in Print Preview. With the Multiple Pages button you can see up to six pages at one time. When
you click on the Multiple Pages button a menu will appear. Click on the second page and this
will display two pages of the document.
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When you click on the Print button you will send the document to the Printer. The Printing
message box will appear. You can stop the printing by clicking on the Cancel Button. You
must wait until the Printing message box disappears before you can continue printing.

Click on Close Print Preview. You will return to the Normal View screen. Figure

46: Print Preview

INSERTING AND DELETING TEXT

Inserting text

1. Move the insertion point to where the text is to be inserted.

2. Type the text to be inserted. Word for Windows is automatically in insert mode, which
means that wherever you place your I-Beam and type the new text will be inserted
within the existing text without typing over anything.

Deleting Text

Text can be deleted using the following selections

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Table 26. Deleting texts
Type of deletion Keystroke

Character before the insertion point Backspace

Character after the insertion point Delete

Word before the insertion point Ctrl Backspace

Word after the insertion point Ctrl Delete

Note: Larger amounts of text can be deleted using the selection process

1. Select (highlight) the text to be deleted

2. Press Delete

Overwriting existing text

1. Position the insertion point at the beginning of the text to be overwritten

2. Press INSERT (the OVR flag will be displayed in the Status Bar)
3. Type the new text
4. Press INSERT to turn off overwrite mode

To restore deleted text

1. Choose Undo from the Edit Menu or press the Undo Icon on the Toolbar.
Note: The Undo command from the Standard Toolbar stores the last One Hundred commands
and any of those commands can be undone by choosing the command from the
list box. However because several changes in sequence often depend on
preceding changes, you cannot select an individual action without undoing all
the actions that appear above it in the list.

TABS AND INDENTS

MS-Word has pre-set tabs at every .5" between the left and right margin. The default tabs can
be changed or individual tabs may be set.

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Tab Alignments

The following is a sample of the different tab alignment options available in Word for Windows:
Left Tab Center Tab Right Tab Decimal
Text Aligns Left Text Centred at tab stop 175
12,234.95
Left Centre 123,789
25.24
Note: When you set an individual tab in MS-Word, all the default tabs up to that point
are cleared.

Setting tabs using the ruler

You can use your mouse to set tabs directly on the Ruler.

1. Point and Click on the required tab type on the extreme left of the ruler (L). (If you
click on this symbol it will change to different symbols representing the different kinds
of Tabs)
2. Point and Click on the required position in the Ruler area where you wish to set the tab
3. Repeat steps 1 and 2 for each tab you want to set

Setting tabs using the menu

1. Choose Tabs for the Format Menu

2. In the Tabs Stop Position Box enter the Tab position as a numeric value
3. Choose the Alignment option you require
4. Click on the SET button which will now enter this position on the Ruler Line.
5. After entering all the Tabs you click on the OK BUTTON.

Clearing tabs with the mouse

1. Point to the Tab icon that you wish to clear

2. Click and drag the icon into the document area of the window
3. Repeat steps 1 and 2 for each tab to be cleared

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 Clearing tabs with the menu

1. Choose Tabs from the Format Menu

2. To clear all of the current tabs point and click on the Clear All button
3. To clear individual tabs point and click on the tab you wish to clear
4. Click on Clear
5. Click OK when done

Repositioning tabs after the text has been typed

1. Select the text which is currently being controlled by the tab settings.
2. Point to the Ruler area of the screen
3. Click and drag the tab stops around until you are happy with the layout of the text.

Note: It is very important to select all of the text being effect by the existing tabs
otherwise you may just change the text position of just a line in the group of
lines of text.

Indenting text

There are two type of indentation which can be applied to text

(1) Full Left Indent:- Where all of the text in the paragraph is indented from the left
margin.

This is an example of a full left indent because all of the text in this paragraph is
indented by .5"

(2) Hanging Indent:- Where the first line of text in the paragraph remains at the left
margin and the rest of the text in the paragraph is indented.

a) This is an example of a hanging indent where the first line of text starts at the left
margin (the letter a) and the rest of the text is indented by .5" Hanging indents are
usually associated with paragraph numbering

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Creating a left indent using the menu

1. Choose Paragraph from the Format Menu

Make sure the Indents and Spacing Tab Sheet is displayed.

2. Type in the numeric value in the Left Indentation box.

3. Click on OK.

Creating a left indent using the ruler

1. Click the paragraph indent marker to the required position on the ruler line.
The paragraph indent marker is the little square under the triangles on the ruler line.
Both the bottom and the top triangles should move when you drag the square. If only
one triangle moves, it means the mouse pointer dragged a triangle instead of the square.

Creating a left indent using the quick function keys

1. Position the insertion point where you want to create the indented paragraph
2. Press CTRL + M
3. Type the text for the paragraph
4. Press CTRL + SHIFT + M to turn off the left indent

Creating a hanging indent using the menu

1. Choose Paragraph from the Format Menu.

Make sure the Indents and Spacing Tab Sheet is displayed.

2. Click on the down arrow underneath the heading Special and click on Hanging.
3. Type in the numeric value in the By box
4. Click on IL.

Creating a hanging indent using the ruler

1. Click the bottom triangle and drag it to the required position on the ruler line.

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Creating a hanging indent using the quick function keys

1. Position the insertion point where you want to create the hanging indent
2. Press CTRL + T (Notice that the bottom triangle on the ruler line moves in).
3. Type the first piece of text at the left margin (usually a paragraph number)
4. Press TAB
5. Type the remainder of the text for the paragraph. When you press Enter you will be
taken back to the left margin to type in your next point.
6. Repeat the above steps for the remainder of the points and paragraphs.
7. Press CTRL + SHIFT + T to turn off a hanging indent.

COPY AND CUT TEXT

Copy text

Note: The Clipboard is a temporary storage area for text which is being copied or moved.
When you use Copy or Cut, the selected text will replace anything currently in
the Clipboard, and will remain there until something else is copied or cut

The copy text command enables you to repeat selected text within the document or paste it in
another document.

1. Select the text you wish to copy

2. Click on the Copy Icon to copy the selected text to the Clipboard
3. Position the insertion point where you wish to copy the text to
4. Click on the Paste Icon to paste the text at the new location

Cut text

The cut command enables you to move text from one location to another within a document or
to another document. However, it is not advisable to move text from one document to
another, text should always be copied between documents.

1. Select the text to be cut

2. Click on the Cut Icon to cut the selected text to the clipboard
3. Position the insertion point where the text is to be pasted
4. Click on the Paste icon to paste the text at the new location

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Cut and Paste are available in the Edit Menu.

Using drag & drop

Drag & Drop enables you to move and copy text using mouse actions.

Using Drag & Drop to Move

1. Select the text you wish to move

2. With the mouse, point into the selected text
3. Click and drag the mouse to the new location for the text (you should see an rectangular
symbol attached to the mouse pointer)
4. Release the mouse at the required location, the selected text should now be moved to
the mouse pointer location.
Note: To copy text using Drag & Drop, at step 3 above hold down the Ctrl key.

Before clicking and dragging the mouse

Coping text between documents

1. Open the document you want to copy the text from

2. Open the document you want to copy the text to
3. Choose the Window menu option
4. Click on the document you are copying from in the list of open documents
5. Select the text to be copied and Click on the Copy Icon
6. Choose the Window menu option
7. Click n the document you are copying to in the list of open documents
8. Position the insertion point where you want the copied text
9. Click on the Paste Icon to paste the copied text
10. Close down any unused documents

FIND AND REPLACE

MS-Word allows you to search within a document for any combination of characters. It also
allows you to replace this word with another word. It allows you to decide whether the replace

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should be carried out automatically or by pausing for confirmation at each potential
replacement to allow the user to confirm whether it should be replaced or not.

Find

1. Position the insertion point at the top of the document

2. Choose FIND from the Edit Menu
3. Type the text you wish to find in the Find What Text box
4. Click Find Next
5. To repeat the Find click Find Next

Replace

1. Position the insertion point at the top of the document.

2. Choose REPLACE FOR THE Edit Menu
3. Type the text to be replaced in the Find What box
4. Type the replacement text in the Replace With box
5. Choose Find Next
6. Choose Replace - By choosing this option Word for Windows asks for confirmation
before replacing each occurrence of the text.

Choose Replace All - By choosing this option Word for Windows automatically
replaces all occurrences of the text.

SPELLER AND AUTOCORRECT

Speller

The Word for Windows Speller checks through the document for miss-spelt words. Word for
Windows will consider any word which it does not have in its dictionary to be a miss-spelt
word. It will also check for double words.

Words can be added to the Word for Windows dictionary

1. Choose Spelling from the Tools Menu or choose the Speller Icon from the toolbar.

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2. Word for Windows will start spell checking the document, if it finds a miss-spelt word
the Spelling dialog box will appear
3. If Word for Windows suggests the correct spelling for the word, click on the correct
word and click on Change All
4. To add a new word to the dictionary click on Add
5. To ignore every occurrence of a word click on Ignore All
6. To cancel the spell check click on Cancel

Using autocorrect

AutoCorrect is another way of capturing frequently used text or it can be used to pre-empt
typing mistakes that occur regularly. If you are in a habit of typing teh instead of the you can
store teh to be replaced with the in AutoCorrect, this means that every time you type the
followed by a space Word will automatically replace it with ‘the’. You should used AutoText
if you do not want text to be replaced automatically.

Creating an autocorrect entry

1. Choose AutoCorrect from the Tools Menu

2. Type the incorrect entry in the Replace Box
3. In the With box, type the entry itself
4. Choose Add
5. Choose Close

PAGE FEATURES

Inserting a hard page break

A page break can be inserted manually if you wish to end one page and begin another. The
page break is represented by a dotted line across the document window with the description
Page Break centred

1. Press <Ctrl + Enter> to break a page

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Converting upper/lower case

1. Select the text you wish to convert

2. Press <Shift + F3> to convert the selected text
Note: Shift F3 is a toggle key and will rotate between Upper / Lower and Combination
case each time you use it.

Line spacing

The default line spacing is single, to change the line spacing make one of the following
selections:

Table 26. Line Spacing

Selection Effect

Ctrl + 1 Single line spacing

Ctrl + 2 Double line spacing

Ctrl + 5 Line and a half spacing

1. Position the insertion point where you want to change the line spacing
2. Press <Ctrl + 2> for double spacing or <Ctrl + 5> for 1.5 spacing

Changing the margins

1. Choose Page Setup from the File Menu

2. The Page Setup dialog box will be displayed
3. To change the Left or Right Margins, point and click or relevant margin box and type
the new margin setting in inches
4. To change Top or Bottom Margins, point and click on the relevant margin box and type
the new margin setting in inches
5. If you want the new margin setting to be the default setting for every document you
create, point and click on Default

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Figure 47: Changing Margins

HEADERS AND FOOTERS

• A ‘Header’ is text that is repeated at the top of every page in a document.

• A ‘Footer’ is text that is repeated at the bottom of every page in a document.

Adding a header to a document

1. Choose Header/Footer from the View Menu

2. Choose Header and Click OK
3. The Insertion point is then positioned in the Header Window
4. Type the <Header Text? Using the <TAB> key to centre or right align the header text
5. Click on Close when finished.

Adding a footer to a document

1. Choose Header/Footer from the View Menu

2. Choose Footer and Click OK
3. The Insertion point is then positioned in the Footer Window
4. Type the <Footer Text> using the <TAB> key to centre or right align the footer text
5. Click on Close when finished.

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TABLES

The tables features enables you to work with columnar text, applying line drawing and creating
a word wrap effect within each column of the table. With Tables you can arrange columns of
numbers and text in a document without using tabs. Tables also provide a convenient way to
present text in side-by-side paragraphs. Tables allow you to perform calculations in the same
manner as a spreadsheet.

Creating a table

1. Choose Insert Table from the Table Menu

2. Specify the number of columns in the Number of Columns box
3. Specify the number of rows in the Number of Rows box
4. Click OK to create a table with columns of even width.
A gridlike structure will appear on the screen. This grid structure will not print - Borders
and Gridlines must be added if you want the grid to print.

5. You can also create a Table by clicking on the Table Icon on the Toolbar and
highlighting the number of columns and rows you require.

Entering information in a table

Use the mouse to lace the Cursor in a cell and start typing. Move from cell to cell using the
TAB and Up/Down/Left/Right Arrow Keys.

* To jump back a cell within the table press Shift and Tab.

If you press the Return key in table you will add an extra line to the row you are in. If you do
this in error use the Backspace key to remove [Link] will notice that all inserted text and
numbers in the table will automatically be left aligned. You will often need to right Align
numbers.

Selecting the table

Highlight the entire table by:

1. Using the left button on the mouse and dragging (in the same manner as you would
highlight a paragraph of text).
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2. Bringing the mouse to the top grid like of the first column until the mouse pointer
resembles and down pointing arrow, then click to select the entire column and drag to
highlight the rest of the table.

Setting tabs within the table

1. Select the Column you want the tabs to take effect in.
2. Set the tabs in the usual manner.
3. To use the actual tab feature within a Table press CTRL and TAB.

By pressing TAB you will move from cell to cell by pressing CTRL and TAB you will stay
within the cell and just move to the Tab position. However if the first tab within the cell is a
Decimal Tab and you press Tab to move into this cell the cursor will position itself at the
Decimal Tab location.

Changing the column widths

1. Point and click anywhere inside the table area

Notice that the Ruler changes when the cursor is within the Table indicating the different
column boundaries (Small grid buttons).

2. Point to the Button icon in the Ruler area which represent the current column width
3. Click and drag the Button icon to increase or decrease the width of the required column.

Adding borders to the table

1. Select the table

2. Choose Borders & Shading from the Format Menu
3. Point and Click on the Grid option which will insert the default outline on you table
and internal gridlines.
4. You can choose from a selection of Line Styles for the border by clicking on the down
arrow under Line Style and choose a style of line.
5. When finished click on OK.

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Shading cells in a table

1. Select the cells you wish to apply the shading to

2. Choose Borders & shading from the Format Menu
3. Choose Shading
4. Specify the depth of shading required in the Shading box
5. Click OK
Borders and Shading can also be applied to the Table using the order Icon on the Toolbar and
immediately a new button bar appears at the top of your screen.

Merging cells in a table

Merge cells combines the contents of adjacent cells into one single cell. This command is
available only when you select two or more cells in a row. You can only merge cells
horizontally.

1. Select the Cells you wish to merge

2. Choose Merge Cells from the Table Menu

Inserting a column in the table

1. Select the column to the right of where the new column is to be inserted
2. Choose Insert Columns from the Table Menu

Deleting a column in the table

1. Select the column you wish to delete

2. Choose Delete Columns from the Table Menu
Inserting a row at the end of the table

1. Position the insertion point in the last cell of the table

2. Press <Tab> to add a new row to the table

Inserting a row in the table

1. Select the Row where you wish to insert the extra row.
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2. Choose Insert Rows from the Table Menu

Deleting a row in the table

1. Select the row you wish to delete 2. Choose

delete Rows from the Table Menu
3. Click OK.

Note: All of the Font, Enhancements and Alignment features covered in earlier
sections can be used when working with tables.

3.7 Reviewing Documents

After you are done with you document, we will need to proof read it as well as allow another
person to make changes to it. As you edit that document, you might also need to track exactly
what has been changed. To achieve this you will need use the operations that found on the
Review Tab. These functions are in the following categories:
• Proofing
• Language
• Comments
• Tracking
• Changes
• Compare

You might also need to protect your document from being edited or changed without your
authorization. This can be done using the Protect category with include Blocking certain
authors and restricting editing.

3.8 Doing More with Word

• Word 2013 provided you with extra functions that enable your document to be more
expressive. These functions are as follows:
• SmartArt Graphics: allows you to communicate information with graphics instead of just
using text. There are a variety of styles to choose from, which you can use to illustrate many
different types of ideas.

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• Styles: A style is a predefined combination of font style, colour, and size that can be applied
to any text in your document. Styles can help your documents achieve a more professional
appearance.
• Themes: A theme is a set of colours, fonts, and effects that determine the overall look of
your document. Themes are a great way to change the tone of your entire document quickly
and easily.
• Mail Merge: Mail Merge is a useful tool that allows you to produce multiple letters, labels,
envelopes, name tags, and more using information stored in a list, database, or spreadsheet.
When performing a Mail Merge, you will need a Word document (you can start with an
existing one or create a new one) and a recipient list, which is typically an Excel
workbook.
• Editing PDF Files: A PDF file is a type of file that is designed to be viewable on any
computer. It is useful when you want to send a document to someone and you're not sure
whether that person has Microsoft Word. PDF files are designed for viewing rather than
editing, so they are ideal for situations where you have a final version that does not need
any changes. However, if you need to edit a PDF file for any reason, Word 2013 allows
you to edit it by converting it into a Word document.

UNIT 4: MICROSOFT EXCEL 2013

4.1 INTRODUCTION
Microsoft Excel 2013 is a spreadsheet program that allows you to store, organize, and analyse
information. While you may think that Excel is only used by certain people to process complicated
data, anyone can learn how to take advantage of Excel's powerful features. Whether you're
keeping a budget, organizing a training log, or creating an invoice, Excel makes it easy to work
with different kinds of data.

4.2 Getting to know MS Excel 2013

Excel 2013 is similar to Excel 2010. If you've previously used Excel 2010, Excel 2013 should feel
very familiar. But if you are new to Excel, or if you have more experience with older versions, you
should first take some time to become familiar with the Excel 2013 interface.
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4.3 The Excel Interface
When you open Excel 2013 for the first time, the Excel Start Screen will appear. From here, you'll
be able to create a new workbook, choose a template, and access your recently edited
workbooks. From the Excel Start Screen, locate and select Blank workbook to access the Excel
interface. Click the buttons in the interactive below to become familiar with the Excel 2013
interface.

Figure 48: MS Excel window

4.4 Working with the Excel environment

If you've previously used MS Excel 2010 or 2007, MS Excel 2013 will feel very familiar. It
continues to use features like the Ribbon and Quick Access Toolbar, where you will find
commands to perform common tasks in Excel, as well as Backstage view.

The Ribbon
MS Excel 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. You will use these tabs to perform the
most common tasks in MS Excel.

Click the arrows in the slideshow below to learn more about the different commands available
within each tab on the Ribbon.

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Figure 49: The Home tab

The Home tab gives you access to some of the most commonly used commands for working with
data in MS Excel 2013, including copy and paste, formatting, and number styles. The Home tab
is selected by default whenever you open MS Excel.

Figure 50: The Insert tab

Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon.
These tabs are called Add-ins
Backstage View
Backstage view gives you various options for saving, opening a file, printing, or sharing your
workbooks. To access Backstage view click the File tab on the Ribbon. Backstage view will
appear.

Worksheet Views
MS Excel 2013 has a variety of viewing options that change how your workbook is displayed. You
can choose to view any workbook in Normal view, Page Layout view, or Page Break view. These
views can be useful for various tasks, especially if you're planning to print the spreadsheet

Figure 51: The worksheet view

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To change worksheet views, locate and select the desired worksheet view command in the
bottom-right corner of the Excel window.

4.5 Creating and Opening Workbook

MS Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to
create a new workbook. There are several ways to start working with a workbook in Excel 2013.
You can choose to create a new workbook, either with a blank workbook or a predesigned
template or open an existing workbook.

To create a new, blank workbook:

Select the File tab. Backstage view will appear.
1. Select New, then click Blank workbook

Saving and Sharing Workbooks

Whenever you create a new workbook in Excel, you'll need to know how to save it in order to
access and edit it later. As with previous versions of Excel, you can save files locally to your
computer. But unlike older versions, MS Excel 2013 also lets you save a workbook to the cloud
using OneDrive. You can also export and share workbooks with others directly from Excel.

Figure 52: Saving a workbook

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MS Excel offers two ways to save a file: Save and Save As. These options work in similar
ways, with a few important differences:

Save: When you create or edit a workbook, you'll use the Save command to save your changes.
You'll use this command most of the time. When you save a file, you'll only need to choose a file
name and location the first time. After that, you can just click the Save command to save it with
the same name and location.

Save As: You'll use this command to create a copy of a workbook while keeping the original. When
you use Save As, you'll need to choose a different name and/or location for the copied version.

Cell Basics
Whenever you work with Excel, you'll enter information, or content, into cells. Cells are the basic
building blocks of a worksheet. You'll need to learn the basics of cells and cell content to calculate,
analyze, and organize data in Excel.

Figure 53: Features of MS Excel window

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4.6 Understanding Cells
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the
intersection of a row and a column. Columns are identified by letters (A, B, C), while rows
are identified by numbers (1, 2, 3).

Each cell has its own name, or cell address, based on its column and row. In this example, the
selected cell intersects column C and row 5, so the cell address is C5. The cell address will
also appear in the Name box. Note that a cell’s column and row headings are highlighted
when the cell is selected.

Figure 54: Cell Addresses

You can also select multiple cells at the same time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer to a cell range using the cell addresses of the
first and last cells in the cell range, separated by colon. For example, a cell range that included
cells A1, A2, A3, A4, and A5 would be written as A1:A5.

In the images below, two different cell ranges are selected:

Cell Range A1:A8

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Figure 55: Cell Range

Cell range A1:B8

4.7 Modifying Row, Columns and Cells

By default, every row and column of a new workbook is always set to the same height and width.
Excel allows you to modify column width and row height in different ways, including wrapping
text and merging cells.

Formatting Cells
All cell content uses the same formatting by default, which can make it difficult to read a
workbook with a lot of information. Basic formatting can customize the look and feel of your
workbook, allowing you to draw attention to specific sections and making your content easier to
view and understand. You can also apply number formatting to tell Excel exactly what type of
data you’re using in the workbook, such as percentages (%), currency ($), and so on using category
Numbers on the Home Tab.

Worksheet Basics
Every workbook contains at least one worksheet by default. When working with a large
amount of data, you can create multiple worksheets to help organize your workbook and make
it easier to find content. You can also group worksheets to quickly add information to multiple
worksheets at the same time.

Worksheet Operations:
Whenever you create a new Excel workbook, it will contain one worksheet named Sheet1. You
can perform a number of operations on a worksheet like rename the worksheet to better reflect its
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content as shown in the figure below. In our example, we will create a training log organized by
month.

Right-click the worksheet you wish to rename, then select Rename from the worksheet menu.
Type the desired name for the worksheet.

Figure 56: Renaming a worksheet

Page Layout
Many of the commands you'll use to prepare your workbook for printing and PDF export can be
found on the Page Layout tab. These commands let you control the way your content will appear
on a printed page, including the page orientation and margin size. Other page layout options,
such as print titles and page breaks, can help make your workbook easier to read.

Page Layout view

Before you start modifying a workbook's page layout, you may want to view the workbook in Page
Layout view, which can help you visualize your changes. To access Page Layout view, locate and
select the Page Layout view command in the lower-right corner of your workbook.

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Printing Workbooks
There may be times when you want to print a workbook to view and share your data offline.
Once you've chosen your page layout settings, it's easy to preview and print a workbook from
Excel using the Print pane.

To access the Print pane:

1. Select the File tab. Backstage view will appear.

2. Select Print. The Print pane will appear.

To print a workbook:
1. Navigate to the Print pane, then select the desired printer.

2. Enter the number of copies you wish to print.

3. Select any additional settings if needed (see above interactive).

4. Click Print.

4.8 FORMULAS AND FUNCTIONS

4.8.1 Simple Formulas
One of the most powerful features in Excel is the ability to calculate numerical information using
formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we'll
show you how to use cell references to create simple formulas.

Figure 57: Mathematical Operations

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Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign for
subtraction (-), an asterisk for multiplication (*), a forward slash for division (/), and a caret (^)
for exponents.
All formulas in Excel must begin with an equals sign (=). This is because the cell contains, or is
equal to, the formula and the value it calculates.

Understanding cell references

While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of the
time you will use cell addresses to create a formula. This is known as making a cell reference.
Using cell references will ensure that your formulas are always accurate because you can change
the value of referenced cells without having to rewrite the formula.
By combining a mathematical operator with cell references, you can create a variety of simple
formulas in Excel. Formulas can also include a combination of cell references and numbers, as in
the examples in Figure 58.

Figure 58: Basic formula

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Complex Formulas
A simple formula is a mathematical expression with one operator, such as 7+9. A complex formula
has more than one mathematical operator, such as 5+2*8. When there is more than one operation
in a formula, the order of operations tells Excel which operation to calculate first. In order to use
Excel to calculate complex formulas, you will need to understand the order of operations.

Order of Operations
Excel calculates formulas based on the following order of operations:
parentheses

Exponential calculations (3^2, for example)

Multiplication and division, whichever comes first

Addition and subtraction, whichever comes first

4.8.2 Relative and Absolute Cell References

There are two types of cell references: relative and absolute. Relative and absolute references
behave differently when copied and filled to other cells. Relative references change when a

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formula is copied to another cell. Absolute references, on the other hand, remain constant, no
matter where they are copied.

Figure 59: Cell references

Relative References
By default, all cell references are relative references. When copied across multiple cells, they
change based on the relative position of rows and columns. For example, if you copy the formula
=A1+B1 from row 1 to row 2, the formula will become =A2+B2. Relative references are
especially convenient whenever you need to repeat the same calculation across multiple rows or
columns.

Figure 60: Relative references

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To create and copy a formula using relative references:
In the following example, we want to create a formula that will multiply each item's price by the
quantity. Rather than creating a new formula for each row, we can create a single formula in cell
D2 and then copy it to the other rows. We'll use relative references so the formula correctly
calculates the total for each item.

Figure 61: Relative references

1. Select the cell that will contain the formula. In our example, we'll select cell D2.
2. Enter the formula to calculate the desired value. In our example, we'll type =B2*C2.

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Figure 62: Relative references

3. Press Enter on your keyboard. The formula will be calculated, and the result will be displayed
in the cell. Locate the fill handle in the lower-right corner of the desired cell. In our example, we'll
locate the fill handle for cell D2.

5. Click, hold, and drag the fill handle over the cells you wish to fill. In our example, we'll select
cells D3:D12.

6. Release the mouse. The formula will be copied to the selected cells with relative references,
and the values will be calculated in each cell. You can double-click the filled cells to check their
formulas for accuracy. The relative cell references should be different for each cell, depending on
their rows.

Absolute References
There may be times when you do not want a cell reference to change when filling cells. Unlike
relative references, absolute references do not change when copied or filled. You can use an
absolute reference to keep a row and/or column constant.

Figure 63: Absolute References

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An absolute reference is designated in a formula by the addition of a Dollar sign ($). It can precede
the column reference, the row reference, or both. You will generally use the $A$2 format when
creating formulas that contain absolute references. The other two formats are used much less
frequently. When writing a formula, you can press the F4 key on your keyboard to switch between
relative and absolute cell references. This is an easy way to quickly insert an absolute reference.

To create and copy a formula using absolute references:

In our example, we'll use the 7.5% sales tax rate in cell E1 to calculate the sales tax for all items in
column D. We'll need to use the absolute cell reference $E$1 in our formula. Since each formula
is using the same tax rate, we want that reference to remain constant when the formula is copied
and filled to other cells in column D.
1. Select the cell that will contain the formula. In our example, we'll select cell D3.

Figure 64: Steps for Absolute references

Enter the formula to calculate the desired value. In our example, we'll type
=(B3*C3)*$E$1.

3. Press Enter on your keyboard. The formula will calculate, and the result will display in the
cell.
4. Locate the fill handle in the lower-right corner of the desired cell. In our example, we'll locate
the fill handle for cell D3.
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 Figure 65: Steps Absolute references

Click, hold, and drag the fill handle over the cells you wish to fill: cells D4:D13 in our example.

6. Release the mouse. The formula will be copied to the selected cells with an absolute
reference, and the values will be calculated in each cell.

Figure 66: Steps Absolute references

You can double-click the filled cells to check their formulas for accuracy. The absolute reference
should be the same for each cell, while the other references are relative to the cell's row. Be sure to
include the dollar sign ($) whenever you're making an absolute reference across multiple cells.

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The dollar signs were omitted in the example below. This caused Excel to interpret it as a relative
reference, producing an incorrect result when copied to other cells.

4.8.3 FUNCTIONS
A function is a predefined formula that performs calculations using specific values in a particular
order. Excel includes many common functions that can be useful for quickly finding the sum,
average, count, maximum value, and minimum value for a range of cells. In order to use
functions correctly, you'll need to understand the different parts of a function and how to create
arguments to calculate values and cell references.

[Link] The parts of a function

In order to work correctly, a function must be written a specific way, which is called the syntax.
The basic syntax for a function is an equals sign (=), the function name (SUM, for example), and
one or more arguments. Arguments contain the information you want to calculate. The function
in the example in Figure 90 would add the values of the cell range A1:A20.

Figure 67: The Sum function

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[Link] Working with Arguments
Arguments can refer to both individual cells and cell ranges and must be enclosed within
parentheses. You can include one argument or multiple arguments, depending on the syntax
required for the function.
For example, the function =AVERAGE (B1:B9) would calculate the average of the values in the
cell range B1:B9. This function contains only one argument.

Figure 68: The Average Function

Multiple arguments must be separated by a comma. For example, the function =SUM (A1:A3,
C1:C2, E2) will add the values of all the cells in the three arguments.

Creating a function
Excel has a variety of functions available. Here are some of the most common functions you'll use:
SUM: This function adds all of the values of the cells in the argument.

AVERAGE: This function determines the average of the values included in the argument. It
calculates the sum of the cells and then divides that value by the number of cells in the argument.

COUNT: This function counts the number of cells with numerical data in the argument. This
function is useful for quickly counting items in a cell range.

MAX: This function determines the highest cell value included in the argument.

MIN: This function determines the lowest cell value included in the argument.

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[Link] The Function Library
While there are hundreds of functions in Excel, the ones you use most frequently will depend on
the type of data your workbooks contains. There is no need to learn every single function, but
exploring some of the different types of functions will be helpful as you create new projects. You
can search for functions by category, such as Financial, Logical, Text, Date & Time, and more
from the Function Library on the Formulas tab.
Function Library, select the Formulas tab on the Ribbon. The Function
Library will appear.

Excel

Figure 69: The Formula tab

To insert a function from the Function Library:

In our example below, we'll use a function to calculate the number of business days it took to
receive items after they were ordered. In our example, we'll use the dates in columns B and C to
calculate the delivery time in column D.

Figure 70: Delivery time example

1. Select the cell that will contain the function. In our example, we'll select cell D3.

2. Click the Formulas tab on the Ribbon to access the Function Library.
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3. From the Function Library group, select the desired function category. In our example, we'll
choose Date & Time.
4. Select the desired function from the drop-down menu. In our example, we'll select the
NETWORK DAYS function to count the number of business days between the ordered date and
received date

Figure 71: Inserting a function from Library

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Figure 72: Delivery time example

The Function Arguments dialog box will appear. From here, you'll be able to enter or select the
cells that will make up the arguments in the function. In our example, we'll enter B3 in the
Start_date: field and C3 in theEnd_date: field.

6. When you're satisfied with the arguments, click OK.

7. The function will be calculated, and the result will appear in the cell. In our example, the result
shows that it took four business days to receive the order.
Like formulas, functions can be copied to adjacent cells. Hover the mouse over the cell that contains
the function, then click, hold, and drag the fill handle over the cells you wish to fill. The function
will be copied, and values for those cells will be calculated relative to their rows or columns.

4.9 Doing more with Microsoft Excel

Freezing Panes and Viewing Option
Whenever you're working with a lot of data, it can be difficult to compare information in your
workbook. Fortunately, Excel includes several tools that make it easier to view content from
different parts of your workbook at the same time, such as the ability to freeze panes and split
your worksheet.

Sorting Data
As you add more content to a worksheet, organizing that information becomes especially important.
You can quickly reorganize a worksheet by sorting your data. For example, you could organize a
list of contact information by last name. Content can be sorted alphabetically, numerically, and in
many other ways.
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Filtering Data
If your worksheet contains a lot of content, it can be difficult to find information quickly. Filters
can be used to narrow down the data in your worksheet, allowing you to view only the
information you need.

Group Data and Subtotals

Worksheets with a lot of content can sometimes feel overwhelming and even become difficult to
read. Fortunately, Excel can organize data in groups, allowing you to easily show and hide
different sections of your worksheet. You can also summarize different groups using the Subtotal
command and create an outline for your worksheet.

Group Data and Subtotals

Worksheets with a lot of content can sometimes feel overwhelming and even become difficult to
read. Fortunately, Excel can organize data in groups, allowing you to easily show and hide
different sections of your worksheet. You can also summarize different groups using the Subtotal
command and create an outline for your worksheet.

Tables
Once you've entered information into a worksheet, you may want to format your data as a table.
Just like regular formatting, tables can improve the look and feel of your workbook, but they'll
also help to organize your content and make your data easier to use. Excel includes several tools
and predefined table styles, allowing you to create tables quickly and easily.

Charts
It can often be difficult to interpret Excel workbooks that contain a lot of data. Charts allow you
to illustrate your workbook data graphically, which makes it easy to visualize comparisons and
trends.

Sparklines
Sometimes you may want to analyse and view trends in your data without creating an entire chart.
Sparklines are miniature charts that fit into a single cell. Because they're so compact, it's easy to
include several Sparklines in a workbook.
Tracking Changes and Comments
Suppose someone asked you to proofread or collaborate on a workbook. If you had a printed copy,
you might use a red pen to edit cell data, mark spelling errors, or add comments in the margins.
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Excel allows you to do all of these things electronically using the Track Changes and Comments
features.

Finalising and Protecting Workbooks

Before sharing a workbook, you'll want to make sure it doesn't include any spelling errors or
information you wish to keep private. Fortunately, Excel includes several tools to help finalize and
protect your workbook, such as Spell Check and the Document Inspector.

Conditional Formatting
Let's imagine you have a worksheet with thousands of rows of data. It would be extremely difficult
to see patterns and trends just from examining the raw information. Similar to charts and sparklines,
conditional formatting provides another way to visualize data and make worksheets easier to
understand.

Pivot Tables
When you have a lot of data, it can sometimes be difficult to analyse all of the information in your
worksheet. PivotTables can help make your worksheets more manageable by summarizing data
and allowing you to manipulate it in different ways.

What-if-Analysis
Excel includes many powerful tools to perform complex mathematical calculations, like what-if
analysis. This feature can help you experiment and answer questions with your data, even when
the data is incomplete. It consists of three tools namely Goal Seek, Scenario Manager and the
Data tables.

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 UNIT 5: MICROSOFT POWERPOINT
5.1 INTRODUCTION

PowerPoint 2013 is a Presentation Software that allows you to create dynamic

slide presentations. Slideshows can include animation, narration, images, videos and much more.

5.2 THE POWERPOINT ENVIRONMENT

When you open PowerPoint 2013 for the first time, the Start Screen will appear. From here, you'll
be able to create a new presentation, choose a template, or access your recently edited
presentations.

1. From the Start Screen, locate and select Blank Presentation

Figure 73: Loading MS PowerPoint

A new presentation will appear.

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Figure 74: MS PowerPoint tabs

PowerPoint 2013 is similar to PowerPoint 2010. If you've previously used PowerPoint 2010,
PowerPoint 2013 should feel familiar. But if you are new to PowerPoint or have more experience
with older versions, you should first take some time to become familiar with the PowerPoint 2013
interface.

Figure 75: MS PowerPoint Interface

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5.3 WORKING WITH THE POWERPOINT ENVIRONMENT
If you've previously used PowerPoint 2010 or 2007, PowerPoint 2013 will feel familiar. It
continues to use features like the Ribbon and the Quick Access Toolbar, where you will find
commands to perform common tasks in PowerPoint, as well as Backstage view.

The Ribbon
PowerPoint 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. You will use these tabs to perform the
most common tasks in PowerPoint.

Figure 76: MS PowerPoint Ribbon

You'll need to move between tabs to perform common tasks in PowerPoint. Knowing where to find
the right command will make PowerPoint easier to use. Click the arrows in the slideshow below to
learn more about the different commands available within each tab on the Ribbon.

Figure 77: MS PowerPoint Home tab

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Figure 78: MS PowerPoint Design tab

You can apply themes from the Design tab. A theme is a predefined combination of colors, fonts,
and effects that can quickly change the look and feel of your entire slide show. Different themes
also include different slide layouts.

Figure 79: MS PowerPoint Transitions Tab

Figure 80: MS PowerPoint Animation Tab

Figure 81: MS PowerPoint Slideshow tab

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Figure 82: MS PowerPoint View Tab

5.4 CREATING AND OPENING PRESENTATIONS

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint,
you'll need to create a new presentation, which can either be blank or from a template. You'll
also need to know how to open an existing presentation. For you to achieve these operations
by clicking the File Tab which opens the Backstage View.

Saving and Sharing

Whenever you create a new presentation in PowerPoint, you'll need to know how to save in
order to access and edit it later. As in previous versions of PowerPoint, you can save files to
your computer. If you prefer, you can also save files to the cloud using OneDrive. You can
even export and share presentations directly from PowerPoint.

Slides and Text Operations

PowerPoint presentations are made up of a series of slides. Slides contain the information you will
present to your audience. This might include text, pictures, charts, and more. Before you start
creating presentations, you'll need to know the basics of working with slides and slide layouts. In
addition, you will also need work with basic text operation in particular cutting, copying, pasting,
formatting, and finding and replacing text.

Applying Themes
A theme is a predefined combination of colours, fonts, and effects. Different themes also use
different slide layouts. You've already been using a theme, even if you didn't know it: the default
Office theme. You can choose from a variety of new themes at any time, giving your entire
presentation a consistent, professional look.

Applying Transitions
If you've ever seen a PowerPoint presentation that had special effects between each slide, then
you've seen slide transitions. A transition can be as simple as fading to the next slide, or it can be a

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flashy, eye-catching effect. PowerPoint makes it easy to apply transitions to some or all of your
slides, giving your presentation a polished, professional look.

Managing Slides
As you add more slides to a presentation, it can be difficult to keep everything organized.
Fortunately, PowerPoint offers tools to help you organize and prepare your slide show. PowerPoint
includes several different slide views, which are all useful for various tasks. The slide view
commands are located in the bottom-right of the PowerPoint window.
There are four main slide views are shown in Figure 73 below:

Figure 83: MS PowerPoint Views

Printing Slides
Even though PowerPoint presentations are designed to be viewed on a computer, there may be
times when you wish to print them. You can even print custom versions of the presentation, which
can be especially helpful when presenting your slide show. The Print pane makes it easy to preview
and print your presentation.

Preparing the Slide Show

Once your slide show is complete, you'll need to learn how to present it to an audience.
PowerPoint offers several tools and features to help make your presentation smooth, engaging, and
professional. Before you present your slide show, you'll need to think about the kind of equipment
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that will be available for your presentation. Many presenters use projectors during presentations,
so you might want to consider using one as well. This allows you to control and preview slides on
one monitor while presenting them to the audience on another screen.

5.5 TEXT AND OBJECTS

PowerPoint will allow you to apply a number of text operations and insert a number of objects that
will make your presentation expressive. These are as follows:
• Lists
• Indents and Line spacing
• Inserting and Formatting Pictures
• Shapes and WordArt
• Arranging Objects
• Animating Text and Objects
• Inserting video and audio
• Inserting tables
• Inserting charts
• SmartArt Graphics
• Spell checking and grammar

ACTIVITIES PowerPoint Presentation Logbook Exercise 3

Create a Presentation of 10 slides that will help demonstrate using technologies like PowerPoint
makes teaching engaging and interesting for both the Teacher and the Pupil. In your presentation,
make use of all the features that will make the presentation engaging ie.
• Design that will represent the theme of you presentation well
• Inserting and Formatting Pictures
• Shapes and WordArt
• Transitions
• Animating Text and Objects
• Inserting video and audio

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